South West Medicines Management Training Scheme. Handbook

Transcription

1 South West Medicines Information and Training South West Medicines Management Training Scheme Handbook This medicines management training & assessment programme has been approved by a panel authorised by NHS PEDC and meets the standards of the National Framework for the Assessment of Medicines Management Skills. This programme therefore provides a nationally recognised accreditation. South West Medicines Information and Training Bristol Royal Infirmary Marlborough Street BRISTOL BS2 8HW swpharmacy.training@uhbristol.nhs.uk Web: South West Medicines Management Training Scheme

2 Contents CONTENTS 1 THE SOUTH WEST MEDICINES MANAGEMENT TRAINING SCHEME 3 ORIGINS OF THE SCHEME 4 AIM OF THE SCHEME 4 WHAT IS MEDICINES MANAGEMENT? 5 AN EXAMPLE OF A MEDICINES MANAGEMENT MODEL 6 DEVELOPMENT OF THE SCHEME 8 ROLLING OUT THE MEDICINES RECONCILIATION MODULE 8 CANDIDATES WISHING TO COMPLETE MODULE 4 ONLY 9 THE ROLE OF THE TRAINING PROVIDER 10 THE ROLE OF THE EMPLOYER (SENIOR PHARMACY MANAGER) 12 GUIDANCE ON ISSUES FOR LOCAL ADMINISTRATION 12 THE ROLE OF THE EDUCATIONAL SUPERVISOR 13 THE ROLE OF THE CANDIDATE 16 ENTRY CRITERIA 18 ENTRY CRITERIA FOR PHARMACY ASSISTANTS 19 FRAMEWORK STRUCTURE 20 MODULES OF THE SCHEME 21 AIMS AND LEARNING OUTCOMES 22 COMMUNICATION SKILLS 25 SCOPE OF PRACTICE 26 LEARNING AGREEMENT 26 THE TRAINING AND ASSESSMENT PROGRAMME FOR MODULES 1, 2 & 3 27 THE TRAINING AND ASSESSMENT PROGRAMME FOR MODULE 4 28 THE ELECTRONIC PORTFOLIO (E-PORTFOLIO) 29 PRE-COURSE WORK 30 PRE-COURSE READING 31 ESSENTIAL READING 31 RECOMMENDED READING 32 KNOWLEDGE OF POLICIES AND PROCEDURES 34 SUGGESTED POLICIES AND PROCEDURES 35 PRE-COURSE TASKS 36 TASKS THE TWO-DAY RESIDENTIAL INDUCTION COURSE 39 KNOWLEDGE AND UNDERSTANDING 40 THEORETICAL (LOCAL) TRAINING FOR MODULE 4 40 STAYING SAFE WITH MEDICINES - THE E-LEARNING PROGRAMME & ON-LINE ASSESSMENT 41 ADDING MEDICINES RECONCILIATION TO A CURRENT CERTIFICATE IN DRUG HISTORY TAKING 42 1

3 THE POST COURSE SUPERVISED TRAINING & ASSESSMENT PERIOD 43 STAGE 1 - EVIDENCE COLLECTION (MODULES 1, 2 & 3) 44 STAGE 1 - EVIDENCE COLLECTION (MODULE 4) 45 ERRORS 47 TRANSCRIPTION ERRORS ON ITEM LOG SHEETS 48 STAGE 2 - COMPETENCY BASED ASSESSMENTS 49 ERRORS WITHIN THE STAGE 2 ASSESSMENT PROCESS 50 RANGE OF EXPERIENCES - MODULES REFLECTIVE PRACTICE 52 SCENARIOS 52 EXAMPLE OF A REFLECTIVE DIARY LOG THAT WOULD NOT MEET THE SCHEME CRITERIA 54 EXAMPLE OF A REFLECTIVE DIARY LOG THAT WOULD MEET THE SCHEME CRITERIA 55 FINAL WORK-BASED ASSESSMENT - MODULES GUIDANCE FOR THE CLINICAL PHARMACY MANAGER (CPM) 56 ONGOING REVIEWS WITH THE EDUCATIONAL SUPERVISOR 58 FINAL SIGN OFF BY THE SENIOR PHARMACY MANAGER 61 ASSESSMENT INTERVIEW 62 TRAINING AND ASSESSMENT TIMESCALES 63 TIMESCALES FOR RE-WORK AND ADDITIONS FOLLOWING REGIONAL ASSESSMENT OF THE PORTFOLIO 63 CERTIFICATE OF ACCREDITATION 64 APPEALS PROCEDURE 65 ADDING MODULES TO THE ACCREDITATION 66 GUIDANCE FOR PHARMACY TECHNICIANS FACILITATING WARD-BASED DISCHARGE 67 REACCREDITATION 68 RETURNING TO WORK AFTER A BREAK IN PRACTICE 70 ACKNOWLEDGEMENTS 71 REFERENCES 72 2

4 The South West Medicines Management Training Scheme Welcome to the South West Medicines Management Training Scheme course handbook. This handbook outlines the suggested patient facing medicines management roles for registered pharmacy technicians and other healthcare professionals (HCP) and the process that must be followed for training and assessment. The scheme is aimed at registered pharmacy technicians (where registration is a requirement), for example, in Great Britain registration is with the General Pharmaceutical Council (GPhC), who are undertaking ward based/patient facing roles and wish to be accredited. This scheme is also open to other healthcare professionals who meet the entry criteria. This handbook will outline: A suggested role/model of working for pharmacy led medicines management services including: o Assessment of patient s own drugs (PODs) o Non-stock supply o One-stop dispensing o Medicines Reconciliation (MR) The process that must be followed for training, assessment and accreditation Guidance relating to the medicines reconciliation process 3

5 Origins of the scheme A preliminary report was written on the development of pharmacy technicians in the South West region in September Information regarding the desired roles for pharmacy support staff and the associated development issues were identified via a regional survey. There were several priorities agreed for the development of pharmacy technicians and assistants, the role of the ward-based technician being one of them. This development has now been well established and a training scheme has been prepared to support this initiative for an exciting and challenging role for pharmacy technicians and other healthcare professionals. An advisory group formed from hospital pharmacists and pharmacy technicians in the South West region designed the scheme. The scheme is now regularly evaluated and reviewed by SWMIT in line with national developments and guidance, and updated with the support of the Senior Pharmacy Managers (SPMs) Education sub-committee members and other medicines management specialists from around the South West. Aim of the scheme The scheme has been designed to facilitate the development of pharmacy technicians and other healthcare professionals (where appropriate) into performing ward-based/patient facing roles. The aim of the scheme is to prepare candidates for a patient facing role by: outlining the roles of medicines management technicians/healthcare professionals describing the infra-structure to facilitate this role addressing issues about the new working environment providing a framework for training and assessing candidates, which is recognised across the region and meets the standards of the national framework 4

6 What is Medicines Management? Medicines management is a method of working that aims to prevent, detect and address medicines related problems and to achieve the optimum use of medicines and ensure patient focused care. Key advantages for patients include: A service that quickly and effectively ensures that medication is correct on admission leading to: o Reduced errors and safer treatment o Faster treatment and better outcomes o Access to medication review and information about their medicines o Greater understanding of their medicines o Better outcomes from treatment Key advantages for organisations include: More efficient management of patients medicines leading to smoother discharge and reduced waste Reduced errors leading to improved patient safety, better outcomes and reduced readmissions Better concordance with prescribed medicines leading to better outcomes and reduced wastage Better informed patients Improved skill mix and motivated staff 5

7 An Example of a Medicines Management Model Here is a brief example of how technicians/healthcare professionals (HCP) assist with medicines management at a local trust. This has been included to provide an insight into how the scheme may be applied practically. 1a Patient is admitted with own medicines o Nurse locks PODs into bedside cabinet or 1b Patient is admitted without own medicines o See step 2/3/4 2 Pharmacy activity on admission o On Monday to Friday there is a daily pharmacist visit to do clinical checks on all prescribed medicines. The need to take patient medication history is identified. Medicines Reconciliation is undertaken by the accredited HCP or pharmacist and any necessary steps are taken to refer and/or resolve discrepancies o There is a daily technician/hcp visit to assess the patient s own drugs (PODs) against the prescription. If the PODs are suitable for use the chart is endorsed, if not a supply is requested o Any clinical issues are referred to the ward pharmacist by the technician/hcp o At weekends or between the technician/hcp visits, a nurse checks the suitability of the PODs and orders new supplies o Medicines are dispensed ready for discharge (one-stop dispensing) 3 Medicines administered to patient as prescribed o Patient self medicates in accordance with protocol or the nurse administers from supply 4 If there are any changes made to the prescription 6

8 o Nurse orders newly prescribed medicines immediately or o Technician/HCP order newly prescribed medicines 5 Decision to discharge patient o Doctor checks and signs each required item on inpatient drug chart and completes clinical discharge letter 6 Medicines required for discharge o Discharges within 24 hours: ward pharmacist checks discharge prescription and PODs/one-stop items against chart, makes any necessary changes, signs chart and discharge prescription or o Discharge is required more rapidly: Nurse bleeps discharge pharmacist/technician o Discharge pharmacist/technician responds to bleep and checks medicine as above or o Chart and medicines are taken to pharmacy for checking o If medicines are required for transfer to community hospital, they are sent from bedside cabinet with patient for use in hospital 7

9 Development of the Scheme Module 4 drug history taking was introduced in September In line with the guidance issued in the publication Technical patient safety solutions for medicines reconciliation on admission of adults to hospital by the NHS National Institute for Health and Clinical Excellence & National Patient Safety Agency 1, in December 2007, it was necessary to review and update module 4. There was a need to incorporate some additional knowledge criteria and assessment competencies into the existing module in order to ensure that all candidates undertaking this role were trained to the appropriate level and could be certificated appropriately. SWMIT have also developed a multi-disciplinary electronic learning programme which is to be used to support this module through the delivery and assessment of the knowledge. Rolling out the Medicines Reconciliation module Currently there are approximately more than 250 pharmacy technicians who have completed the South West Medicines Management Training Scheme who may wish to access this new module. This scheme is also open to other healthcare professionals who meet the entry criteria. Every effort is made to make the addition of this module to a candidate s accreditation as easy as possible whilst maintaining a robust and high quality qualification. Currently there are 3 options available to access additional training for medicines reconciliation: 1. The knowledge and theoretical training can be covered solely by the e- learning programme 1 NICE/NPSA. (Dec 2007) Technical patient safety solutions for medicines reconciliation on admission of adults to hospital. 8

10 2. Any other additional training needs can be covered locally by the Educational Supervisor and reflection on this training added to the personal portfolio 3. Candidates can attend the full course induction, or just the relevant tutorials where appropriate Candidates wishing to complete Module 4 Only In order to accommodate the training needs of healthcare professionals working in care settings where a certificate in medicines reconciliation is required but the core modules (1 3) are not relevant to their role, module 4 can be undertaken as a stand-alone module. In order to complete module 4 as a standalone module, an on-line application must be completed including a description of the role for which you require this accreditation. 9

11 The Role of the Training Provider The South West Medicines Information and Training department manages the South West Medicines Management Training Scheme As the training provider, the department will: Ensure that the training and assessment programme is regularly reviewed and updated, and meets the standards of the national framework for the assessment of medicines management skills Ensure that an equality impact assessment 2 of the training is carried out Accept nominations for the training courses and facilitate places Ensure that a learning agreement has been completed for each candidate outlining the responsibilities of the candidate, the Educational Supervisor and the employer Ensure that the Educational Supervisor has ascertained any specific training needs the candidate may have, and the support and guidance they may require when working towards completion of the module(s) Provide an induction programme to ensure the candidate fully understands the requirements of the module(s) they will undertake Provide regional assessment of the portfolio Facilitate the final assessment interviews Issue certificates to candidates upon successful completion of the accreditation and additional modules 2 Department of Health. (Feb 2011) Analysing the impact on equalities

12 Maintain a regional register of pharmacy technicians and other healthcare professionals accredited through the scheme Provide a reaccreditation tool for candidates Ensure that an equal opportunities and appeals procedure is in place and is invoked when necessary Provide advice and information to hospitals and organisations implementing medicines management services Ensure high standards of training delivery are maintained through regular reviews of candidate evaluation Review and evaluate the scheme with a review panel every 2 years For more information on this scheme you can contact: Ellen Williams Specialist Pharmacy Technician in Education & Training ellen.williams@nhs.net 11

13 The Role of the Employer (Senior Pharmacy Manager) It is the responsibility of the Senior Pharmacy Manager (SPM) to: Take local action to ensure that the trust recognises that the task of managing patient s medicines by accredited pharmacy staff and other healthcare professionals is an appropriate duty for clinical indemnity purposes Ensure job descriptions and person specifications are amended where necessary Ensure that the learning agreement (appendix 1) is read, agreed and signed Guidance on issues for local administration It will be necessary for the Senior Pharmacy Manager to: Establish clear departmental guidelines/written procedures for the roles and responsibilities of the pharmacy technician/hcp prior to the candidate embarking on these ward based/patient facing roles Ensure that all staff whose work may be affected by the implementation of the scheme are fully informed of the process Identify an appropriate ward/area in which to base the candidate Identify the modules appropriate for the candidate to cover locally Identify an appropriate Educational Supervisor to support the candidate through the training period 12

14 The Role of the Educational Supervisor This information is for Educational Supervisors of candidates undertaking the South West Medicines Management Training Scheme. What is an Educational Supervisor? Educational supervision in pharmacy involves overall supervision and management of a specified candidate s educational progress during a programme (or series of periods of training), as opposed to a single period of training. Educational Supervisors are responsible for ensuring that candidates are making the necessary practice based and educational progress, through the use of appraisals and review meetings. The ability to effectively review a candidate s entire portfolio will also be necessary. This will require a holistic approach, rather than assessing single pieces of evidence. An Educational Supervisor in pharmacy is someone who is selected and appropriately trained to be responsible for the overall supervision and management of a specified candidate s educational progress during a period of a training placement or series of placements. The Educational Supervisor is responsible for the candidate s Educational Agreement or plan. This will include formal assessment and sign off. The Educational Supervisor should have an understanding of the range of learning, assessment and support opportunities for learning in the workplace, work collaboratively with colleagues to monitor and support the candidate's progression and foster learner autonomy. They should also be able to identify and support candidates in difficulty, including interfacing with employment performance management procedures 3. 3 Jubraj, B, Fleming, G, Wright, E, et al. Say goodbye to clinical tutors: standardising the terminology in education. Pharmaceutical Journal 2010; 285:

15 Role of the Educational Supervisor The Educational Supervisor s role is to facilitate the local implementation of the regional scheme and to provide support, guidance and to assess performance and provide feedback to the candidate whilst they undertake the South West scheme. Who can be a Educational Supervisor? The Educational Supervisor can be: an experienced ward pharmacist based at the candidate s organisation an experienced medicines management technician/hcp (accredited in the South West scheme or an approved equivalent) based at the candidate s organisation or a professional who has equivalent experience at the practice base to be acknowledged as occupationally competent Educational Supervisors must be approved by the Senior Pharmacy Manager and Clinical Pharmacy Manager (CPM) (or equivalent organisational posts). It is recommended that the Educational Supervisor is someone who has the opportunity to meet regularly with the candidate to discuss progress and give feedback. Duties of the Educational Supervisor Include: Ensuring that the learning agreement (appendix 1) is read, agreed and signed by the Senior Pharmacy Manager, the Educational Supervisor and the candidate, and scanned, saved and uploaded into unit 1 of the e-portfolio Discussing the essential reading - Professional standards and code of conduct produced by the regulatory body, e.g. GPhC Standards on Conduct, Ethics and 14

16 Performance 4 - to ensure that the candidates have understood any important issues relevant to their role Encouraging candidates to read publications from the recommended reading list and discussing any relevant details from the publications Confirming that candidates have a clear understanding of all relevant policies and procedures Supporting the candidate to complete the pre-course activities and tasks, and providing any additional support to address the change in the working environment Ensuring that the candidate is confident to work in the patient facing environment prior to attending the induction course Facilitating the post course training and assessment period Assessing the candidates objectively against the standards set in the scheme Assisting with identifying opportunities for candidates to cover the set range of experiences Coaching the candidate regarding their approach to the set range of experiences Documenting the progress of the candidate by performing regular appraisals Preparing candidates for the assessment interview Liaising with South West Medicines Information & Training Assisting the candidate with assembling the e-portfolio of documentation as evidence for accreditation 4 General Pharmaceutical Council. GPhC Standards of Conduct, Ethics and Performance. 15

17 The Role of the Candidate This information is for candidates undertaking the South West Medicines Management Scheme. It is the responsibility of the candidate to: Ensure an on-line application form is completed and submitted to SWMIT and that a copy is scanned and uploaded into the e-portfolio Complete and sign a learning agreement (appendix 1) for each module undertaken outlining the responsibilities of the candidate, the employer and the centre Inform their Educational Supervisor of any specific training needs they may have, and agree the support and guidance they may require when working towards completion of a module Read and comply with the Standards on Conduct, Ethics and Performance 4 (or equivalent) produced by their professional regulatory body Fulfil all responsibilities outlined in their job description and comply with all trust and departmental policies and procedures relating to the role they will be undertaking, e.g. confidentiality Become familiar with the requirements of the medicines management scheme modules they are preparing to undertake Attend any face to face teaching sessions or courses as required by the scheme on a day/block release basis Inform the Educational Supervisor/line manager of any concerns/issues with working in a particular environment e.g. ward setting, consultation room Meet regularly with their allocated Educational Supervisor Take responsibility for their own learning and actively seek opportunities to cover the range of experiences and gather the required evidence 16

18 Act upon feedback received from Educational Supervisor and other colleagues to improve learning and practice Ensure that all evidence submitted is entirely their own work Complete the modules within the agreed timescales as set by the training centre Be aware of the training provider s appeals procedure 17

19 Entry Criteria The training programme is available only to healthcare professionals who: Are registered with their professional regulatory body (where registration is a requirement), for example, in Great Britain registration is with the General Pharmaceutical Council (GPhC) NB: For Pharmacy Assistants please see separate criteria Have appropriate experience NB: It is recommended that a candidate should have at least 1 year post qualification and relevant experience prior to entering the scheme Have recommendation and support from the Senior Pharmacy Manager or designated deputy Have a ward-based or patient facing role (or be due to commence in a wardbased or patient facing role) Have an Educational Supervisor based within the candidate s trust who is an appropriately experienced pharmacist or an accredited medicines management technician/accredited healthcare professional or has equivalent experience at the practice base to be acknowledged as occupationally competent Demonstrates a good working knowledge of local Standard Operating Procedures to the Senior Pharmacy Manager or Educational Supervisor Entry requirements are designed to allow local selection of candidates with appropriate experience and suitability for the role 18

20 Entry Criteria for Pharmacy Assistants Modules 1, 2 & 3 of the training programme are available to pharmacy assistants who: Have 1 year experience relevant to the programme Have completed a self assessment against core skills (in preparation) Provided evidence of completion of the following 4 relevant QCF/NVQ Units: o Assist with provision of pharmacy service to meet individual s needs (001) level 2 o Contribute to the effectiveness of teams (003) level 2 o Assemble prescribed items (006) level 2 o Undertake an in-process accuracy check of assembled prescribed items prior to the final accuracy check (014) level 3 Have recommendation and support from the Senior Pharmacy Manager or designated deputy Have a ward-based or patient facing role (or be due to commence in a wardbased or patient facing role) Have an Educational Supervisor based within the candidate s trust who is an appropriately experienced pharmacist or an accredited medicines management technician/accredited healthcare professional or has equivalent experience at the practice base to be acknowledged as occupationally competent Demonstrates a good working knowledge of local Standard Operating Procedures to the Senior Pharmacy Manager or Educational Supervisor 19

21 Framework Structure Candidates must meet the entry criteria as listed in the course manual Recommendation from the manager The applicant has the appropriate level of knowledge and attitudes Appropriate Educational Supervisor (ES) assigned On-line application to enter the scheme via Pre course work completed with Educational Supervisor and units signed off in e-portfolio 2 weeks prior to course Candidate and ES registered onto e-portfolio system and provided with unique log-in details Induction course Complete stage 1 assessment - Evidence collection Complete stage 2 assessment - Competency based assessments with ES Complete final work based assessment with Clinical Pharmacy Manager Regional portfolio assessment Reflective diary logs Cover range of experiences Regular appraisals and reflection on personal practice Regional assessment interview Certificate awarded by SWMIT Local reaccreditation at least every 2 years 20

22 Modules of the Scheme The role of the medicines management technician/healthcare professional is to assist in managing patient's medicines. The candidate s responsibilities do not include any clinical decisions/interpretation about treatment choices, and local policies and procedures should reflect this. This scheme is separated into four areas of activity referred to as modules, which include: Module 1 Module 2 Module 3 Module 4 Assessment of patient s own drugs (PODs) Managing the supply of non stock medicines Managing the supply of 'one stop' dispensing Medicines Reconciliation It is recognised that there are some similarities between modules, but the scheme has been designed to allow trusts to select the modules as they apply to the present local work situation and also to allow for service developments. For example, if a pharmacy department is providing a re-use of PODs service, the pharmacy technician/hcp may select this module initially. If services develop to include opportunities to manage supply therefore allowing the candidate to perform/collect evidence in other modules, these can be added at a later date. Once local agreement has been reached regarding which modules the candidate will be undertaking, an on-line application form must be completed and submitted to SWMIT. NB: A copy of the completed application form should be scanned, saved and uploaded into unit 1 of the e-portfolio. 21

23 Aims and Learning Outcomes Module 1 - Assessment of patient s own drugs Aim: To train and assess the competency of staff undertaking the role of determining the suitability of a patient s own drugs for use within the relevant care setting. It also encompasses the identification of discrepancies and issues that may arise as part of the process and dealing with these in an appropriate manner. 5 Learning Outcomes 1. Confirm the process for using patients own drugs 2. Assess patients own drugs ensuring that they are fit for the purpose required 3. Review patients own drugs for relabelling 4. Manage patients own drugs if unsuitable for use Module 2 Managing the supply of non stock medicines Aim: To train and assess competency of staff undertaking the role of accurately supplying medicines for use within the relevant care settings. 5 Learning Outcomes 1. Accurately order non-stock (without directions) medicines for individual patients 2. Deal with a variety of initial and/or repeat supply issues 3. Facilitate the timely processing of orders 4. Identify and resolve risks/problems associated with the incorrect storage and stock control of individuals medicines 5. Complete all relevant documentation accurately NB: Candidates whose scope of role includes the supply of non-stock items only would be required to complete module 2. Should the scope of role change to involve 5 NHS Pharmacy Education & Development Committee. Nationally Recognised Competency Framework for Pharmacy Technicians: The Assessment of Medicines Management Skills - Version1.1: October

24 the supply of one-stop items, module 2 would not be sufficient to demonstrate competency in the one-stop dispensing process, therefore module 3 would also need to be completed. Candidates who have successfully completed module 3 would not be expected to complete module 2 in addition to this in order to supply non-stock items as the competencies assessed in this module are sufficient to cover both processes. Module 3 Managing the supply of 'one stop' dispensing Aim: To train and assess competency of staff undertaking the role of accurately supplying medicines for use within the relevant care settings. 5 Learning Outcomes 1. Accurately order one-stop (with full directions) medicines for individual patients 2. Deal with a variety of initial and/or repeat supply issues 3. Facilitate the timely processing of orders 4. Identify and resolve risks/problems associated with the incorrect storage and stock control of individuals medicines 5. Complete all relevant documentation accurately Module 4 Medicines Reconciliation Aim: To train and assess competency of staff undertaking Medicines Reconciliation to the appropriate level, 1 or 2, within the relevant care setting. It also encompasses the identification of discrepancies and issues that may arise as part of the process and dealing with these in an appropriate manner. 4 Learning Outcomes 1. Level 1 Medicines Reconciliation - Accurately complete, verify and record medication histories 2. Level 2 Medicines Reconciliation - Reconcile the verified medication history with the most recent prescription available 23

25 3. Communicate the outcomes of the level 1 or level 2 medicines reconciliation process 4. Complete all documentation accurately and legibly 24

26 Communication Skills Communication with the patient and the wider multidisciplinary team throughout the medicines management process is vital, and medicines management HCPs have an important role to play in each step. Medicines Management technicians/hcps are expected to communicate with patients and other HCPs on a range of issues including: obtaining consent for the safe re-use of PODs questioning the patient as a source of information for medicines reconciliation process informing the patients of any changes made to their prescriptions educating patients on safe storage of medicines and compliance counselling of patients on how to take their medicines in preparation for discharge managing the supply and storage of medicines Referring and resolving medicine related discrepancies Training on effective communication skills and questioning techniques is provided on the course induction and competency in this area will be assessed as part of the holistic competency based assessments and final work based assessment. 25

27 Scope of Practice It is recognised that the practice of a pharmacy technician role in medicines management will vary across organisations; therefore it is important that Educational Supervisors ensure that the modules to be undertaken are agreed with the candidate and reflect both the scope of the role and the training and assessment needs of each individual. Each candidate must therefore provide an agreed job description and person specification that defines their scope of practice within their portfolio of evidence. This will ensure that training providers and Educational Supervisors can verify that the training needs and assessment of that practice are met. The scope of practice outlined in the job description will form the basis upon which decisions will be made regarding the range of skills and situations that will be assessed within each module. A copy of the job description and person specification should be scanned, saved and uploaded into unit 1 of the e-portfolio. Learning Agreement It is an entry requirement of the training programme that each candidate, along with their Educational Supervisor and employer reads and agrees to the conditions outlined in the South West Medicines Management Training Scheme Learning Agreement (Appendix 1). The Learning Agreement is essential in ensuring that each stakeholder understands their role within the training programme and have considered the training needs of the candidate. The Learning Agreement also provides a declaration that each stakeholder s commitment to the candidate s training will be upheld. A copy of the signed learning Agreement should be scanned, saved and uploaded into unit 1 of the e-portfolio. 26

28 South West Medicines Management Accredited Training Scheme The Training and Assessment Programme for Modules 1, 2 & 3 This handbook describes the different stages of training and the assessment process, the table below outlines the stages of the process and what is required to complete each stage for modules 1, 2 & 3 1. Type of experience New Candidate Candidate who has completed modules 1,3 or 4 of the scheme and wishes to add other modules Candidate who has experience and documented training evidence from another region 2. Practical training (supervised training period) 3. Stage 1 assessment - Evidence Collection Complete all pre course work/ Ensure familiarity with all SOPs Attend full induction Evidence of a minimum 150 items and 50 patients accurately assessed/transcribed per module Ensure familiarity with all new SOPs Attend relevant parts of induction if required Evidence of a minimum 150 items and 50 patients accurately assessed/transcribed per module Please contact Technician Development officer at SWIMIT for further guidance Prior knowledge will be taken into consideration 4. Ongoing reviews with Educational Supervisor 5. Stage 2 - Competency based assessments 6. Final work based assessment? Cover range of experiences per module Minimum of 3 Minimum of 3 Cover range of experiences per module 5 occasions per module 5 occasions per module Complete as integrated final assessment with one or more modules Yes 7. Portfolio submission? Yes electronic portfolio Yes electronic portfolio 8. Interview required? Yes No 9. Certificate issued? Yes Modules added to certificate 27

29 South West Medicines Management Accredited Training Scheme The Training and Assessment Programme for Module 4 The table below outlines the stages of the scheme and the assessment process and what is required to complete each stage for module 4 1. Type of experience New candidate Candidate who has completed other modules of the scheme 2. Practical training (Supervised training period) 3. Stage 1 assessment - Evidence Collection Complete all pre-course tasks Complete Level 1 and Level 2 of the SWMIT MR e-learning programme Attend relevant parts of induction if required Ensure familiarity with all SOPs Documented evidence of minimum 10 MRs observed Documented evidence of minimum 10 MRs accurately performed Complete task 8 Complete Level 1 and Level 2 of the SWMIT MR e-learning programme Attend relevant parts of induction if required Ensure familiarity with all SOPs Documented evidence of minimum 10 MRs observed Documented evidence of minimum 10 MRs accurately performed Candidate who has experience and documented training evidence from another region for MR Please contact Technician Development officer at SWIMIT for further guidance Prior knowledge will be taken into consideration when supported by a statement from the Senior Pharmacy Manager Cover range of experiences Cover range of experiences 4. Ongoing reviews with Minimum of 3 Minimum of 3 Educational Supervisor 5. Stage 2 - Competency based assessments Complete on 5 occasions Complete on 5 occasions 6. Final work based assessment? Yes - Complete as integrated final assessment with other modules Yes 7. Portfolio submission? Yes electronic portfolio Yes electronic portfolio 8. Interview required? Yes No 9. Certificate issued? Yes Modules added to original certificate 28

30 The Electronic Portfolio (e-portfolio) The vqmanager e-portfolio was introduced in 2010 to assist SWMIT with the assessment process of portfolios and to enable a safer, more manageable method of transporting candidates work around the region. The system also provides a method of ensuring the authenticity of candidates work (using electronic signatures), that a robust audit trail is possible for each candidate, and that formative assessment can be undertaken. This helps Educational Supervisors and SWMIT to monitor a candidate s progress throughout the training period and provide support where necessary. Each candidate is required to submit their portfolio electronically. Following registration onto the scheme, each candidate and Educational Supervisor will be sent an containing their log-in details for the e-portfolio and a handbook explaining how to use the system. There is a training tool on the vqmanager system, as well as an e-portfolio handbook which can be downloaded from the Medicines Management Training Scheme page on the SWMIT website at An e-portfolio training session will also be provided for the candidates on the induction. Candidates and Educational Supervisors should make every attempt to fully utilise the training and help tools available to understand and use the system effectively and to resolve any issues. If technical problems are experienced, the Skillwise helpdesk should be contacted on If help is still required, additional support and training for candidates and Educational Supervisors is available from SWMIT and can be provided in the form of a webex session or conference call. Please contact the SWMIT Training Lead responsible for the Medicines Management scheme to discuss your needs. 29

31 Pre-course Work Prior to attending the medicines management induction, it is important that all candidates have been adequately introduced to the scheme at their base hospital/trust, and have received an appropriate induction into the ward/patient facing environment. The induction plays an essential part in instilling confidence in the candidate, who may be venturing into the ward/patient facing environment for the first time, and also in ensuring consistency in the basic level of understanding of medicines management between ALL candidates attending the course. The pre-course work is divided into 4 areas: a) Defining the scope of role and completion of the Learning Agreement b) Essential and recommended reading This has been included to develop the candidate s background knowledge of the scheme c) Knowledge of policies and procedures This is important to ensure that the candidate familiarises themselves with local procedures d) Practical activities These have been included to establish whether candidates are comfortable working in the ward/patient facing environment and dealing with patients, and to provide some experiences on which to build Each candidate attending the course will be expected to have completed all the precourse work and uploaded the relevant pieces of evidence into units 1 & 2 of the e- portfolio 2 weeks prior to attending the course. The pre-course work will be assessed by the regional training provider prior to the induction course. There is a pre-course work handbook which is available to download from the SWMIT website at 30

32 Pre-course Reading Essential reading It is essential that all candidates read the Standards on Conduct, Ethics and Performance 4 provided by the GPhC or their individual regulatory body. Each candidate is then required to reflect on the aspects of this document that will be specifically relevant to the medicines management role. Please complete appendix 2 to acknowledge that the Standards on Conduct, Ethics and Performance has been read and understood. Appendix 2 should then be uploaded into the e-portfolio. 31

33 Recommended reading The following list of publications provides interesting information on issues relating to the medicines management role. These articles are only recommended and it is a good idea to check for any new articles too. It is recommended that candidates read the publication relevant to the role that they will be performing. If access to these articles is not available, reading logs based on other relevant background reading will be acceptable. Suggested Publications: The effect of a ward-based pharmacy technician service, Langham J and Boggs K, Pharmaceutical Journal, 2000, June 24 pg 961 The development of a technician led clinical service, Rowe M, Pharmacy Management, Oct 2000, pg 46 New roles for Pharmacy Technicians at the William Harvey Hospital, Leech D, Hospital Pharmacist, January 2000, Volume 7, pg 30 Introducing a medicines management scheme led by a Pharmacy Technician, Marie-Louise Lewis, Hospital Pharmacist, December 2003, Volume 10, pg 487 One Stop dispensing, use of patients own drugs and self-administration schemes, Hospital Pharmacist Group, Hospital Pharmacist, March 2002, Volume 09, pg 81 Establishment and audit of a patient s own drug scheme, S Dua, Hospital Pharmacist, July 2000, Volume 7, pg 196 Pharmaceutical care for older people: recording and review of medication following admission to hospital, S C Tulip, P Cheung, D Campbell and P Walters, The International Journal of Pharmacy Practice, September 2002, R58 Innovative roles for pharmacy technicians: developing and implementing a unit-based clinical support pharmacy technician model 32

34 SM Mark, R Saenz, BE Yourich, RJ Weber, Hospital Pharmacy, Nov 2008, vol. 43, no. 11, p Management/References/ December/18/Director-s-forum---Innovative-roles-forpharmacy-technicians--developing-and-implementing-a-unit-bas/ The role of the medicines management technician Nicola Watson, Senior Medicines Management Technician, Medway Primary Care Trust, Pharmacy Management, Oct 2009, vol. 25, no. 4, p Management/References/ December/03/The-role-of-the-medicinesmanagement-technician/ Drug history taking - avoiding the common pitfalls, C Gates, Hospital Pharmacist, March 2006, Volume 13, pp Patients at risk from errors unless medicines reconciliation is a priority LJ Dodds & J Nicholls, Pharmaceutical Journal, October 2008, Volume ciliation_is_a_priority Website with useful links ion.php Please complete appendix 3 for at least two articles to demonstrate for the purposes of the accreditation that the articles have been read. Completed appendices should then be uploaded into the e-portfolio. 33

35 Knowledge of policies and procedures It is essential that policies and procedures are prepared for this role, to ensure that the candidates involved have clear guidelines regarding: role and duties to be performed professional and local boundaries local practice requirements It is important that there is evidence provided to show that the candidate understands the relevant policies and procedures. Initially the Clinical Pharmacy Manager and Educational Supervisor should identify all the procedures relevant to the candidate. The candidate must demonstrate their understanding of all relevant procedures to the Educational Supervisor prior to commencing any of the modules. In order to do this candidate must: 1. Collect and read all relevant procedures and 2. Provide written answers to a minimum of three questions for each procedure, demonstrating that they know how to interpret and apply local policies and procedures to different scenarios. (A copy of the questions asked and the answers must be included in unit 2 of the e-portfolio) If the candidate fails to answer any of the questions correctly or satisfactorily, the Educational Supervisor should provide feedback on why the answers are insufficient or incorrect and should return the answers for correction. 34

36 Suggested Policies and Procedures The following is a list of suggested relevant policies and procedures. The Educational Supervisor must select the procedures that relate to the modules that the candidate is undertaking. Some of the procedures will be relevant to any module. It is also the responsibility of the Educational Supervisor and Clinical Pharmacy Manager to consider if there are any other relevant local procedures that should be included. Policies and Procedures relating to All modules Emergency and health and safety procedures when working on a ward/patient facing area Safe and secure handling of medicines Chart endorsement Labelling of medicines Standards applied to nurses regarding the administration of medicines (local and national policies) Intervention and error reporting Dealing with complaints Barrier Nursing Discharge process Access to information and support whilst on the ward Patient confidentiality Module 1 Gaining consent to assess patients own medicines Assessment of patients own medicines Dealing with patients own medicines that are not suitable for re-use Module 2 & 3 Supply of medicines to wards (in-patient use/discharge) Module 4 Taking a patient s medication history Referral of information from a medication history Medicines Reconciliation & documentation 35

37 Pre-course Tasks Candidates must complete all of the eight practical activities prior to the residential induction course. They will need support to complete the tasks from their Educational Supervisor. The activities have been included to establish whether candidates are comfortable working in a ward/patient facing environment, dealing with patients, and to provide some experiences on which to build. All tasks must be completed and documented with any supplementary evidence and submitted in unit 2 of the e-portfolio. On completion of the tasks, the candidate and Educational Supervisor should discuss the experiences to ensure that the candidate is comfortable with the role before progressing onto the induction. At this point it is advisable to perform a review/appraisal (appendix 10). Candidates adding module 4 who have completed all other tasks previously will only need to complete or repeat task 8 where appropriate. Tasks may be adapted by the Educational Supervisor to accommodate the specific needs of practice bases and scope of roles that do not fit the traditional hospital medicines management model. 36

38 Tasks 1 8 Task 1 (Introduction to the ward environment) This activity is designed to offer the opportunity for candidates to familiarise themselves with the ward/patient facing environment, the multi-disciplinary team and also the various sources of information that they will be expected to use as part of the role. Task 2 (Finding information in a patient s notes) This activity is designed to help candidates familiarise themselves with the layout and content of some of the different sources of information relating to the patient. Task 3 (Medicine Charts) The aim of this task is to give candidates the opportunity to compare charts and to identify potential problems and discrepancies that may occur when information is transcribed form an old chart to a new one. Task 4 (Understanding the supply function) The aim of this task is to provide the opportunity for candidates to identify the role that a medicines management technician/hcp has in improving the supply process. Task 5 (Appreciation of issues on a medicine administration round) This task is designed to demonstrate the problems that nurses are faced with when attempting to carry out a drug administration round. It provides a good opportunity for candidates to see how medicines management can benefit the nursing staff. Task 6 (Communicating with Patients) Communicating with patients is a fundamental part of the patient facing role. This task aims to provide the opportunity for candidates to observe a healthcare professional interacting with a patient. 37

39 Task 7 (Medicine Related Problem Solving) The aim of this task is for candidates to put into practice some of the skills acquired in task 6 by interacting with a patient independently. Task 8 (Medicines Reconciliation) The aim of this task is to highlight the importance of medicines reconciliation in ensuring the continuity of a patient s treatment. (Full details of tasks can be found in the pre-course handbook) All documented completed tasks should be uploaded into the e-portfolio. 38

40 The Two-Day Residential Induction Course After completing all areas of the pre-course work candidates must attend and complete a two-day residential course. A series of tutorials are covered which provide the theoretical aspects of medicines management activities and the interpersonal skills required of a ward-based technician/hcp. Topics included in the course programme are: Pharmacy in the Future and the need for patient focused care Legal and professional framework The Hospital Ward and Multidisciplinary Working The assessment of Patients Own Drugs (PODs) Managing Supply Medicines Reconciliation Communication and Questioning Skills How to use the e-portfolio The tutorial programme has been designed to address the: benefits of patient focused care professional standards and responsibilities duty of care and negligence resources and information to ensure an accurate drug history process of medicines reconciliation criteria for the assessment of patients own drugs performing an efficient and safe supply process requirements of the accreditation scheme communication skills and effective questioning techniques The sessions are participative in nature and allow candidates to share experience and learning. 39

41 Knowledge and Understanding Theoretical (Local) Training for Module 4 A pharmacist or a medicines management technician/hcp accredited in module 4 with a ward based/patient facing role can provide local work based tutorials for candidates who have completed other modules of the scheme and are looking to add the medicines reconciliation module to their accreditation. These workshops should include the following: Locally agreed selection of patients and prioritisation Clarification of the role of the candidate/pharmacist Discussion of ways in which to approach/communicate with patient and trying to build a rapport (scenarios) Scenarios of when to refer information to a pharmacist & methods (clinical, communication issue) How to access support when undertaking medicines reconciliation Quality of information sources and the advantages and disadvantages of each Awareness of important information that patients may pass on whilst collecting routine medication history details Awareness of social issues Personal limitations Confidentiality Discuss the approach to taking a Medication History within different care settings, e.g. admissions, surgical, short stay, patient s homes and with different patients, e.g. surgical, medical, and elderly Medicines Reconciliation and documentation process and local procedures Evidence of all theoretical training must be included in the candidate s e-portfolio. See log sheet (appendix 4). 40