Accreditation of a Dispensing / Pharmacy Assistant programme (An Introduction to Pharmacy Stock Control), National Pharmacy Association (NPA)

Transcription

1 Accreditation of a Dispensing / Pharmacy Assistant programme (An Introduction to Pharmacy Stock Control), National Pharmacy Association (NPA) Report of an accreditation event, 22 July 2014 Introduction The General Pharmaceutical Council (GPhC) is the statutory regulator for pharmacists and pharmacy technicians and is the accrediting body for pharmacy education in Great Britain. Background The National Pharmacy Association (NPA), the provider is a trade organisation and membership comprises community pharmacy owners. The NPA Professional Development Department supports community pharmacy owners with support staff training. The NPA was originally accredited by the previous regulator, the Royal Pharmaceutical Society of Great Britain. In 2011, a GPhC accreditation team agreed to recommend to the Registrar of the General Pharmaceutical Council that the NPA dispensing assistant course should be reaccredited for a period of three years from March 2011, subject to the following three conditions. 1. The qualification must be mapped to the National Occupational Standards and submitted to the GPhC for review and approval by the accreditation team. Thereafter there must be a process in place where this is regularly reviewed other than when the qualification is due for reaccreditation by the GPhC.2. The provider must ensure that the training materials correctly state that the dispensary assistant course is taught and assessed at level 2, even though the first four modules are common to the knowledge-based qualification for level 3. This must be clear to in all documentation available to the public and students. 3. The GPhC must be notified when the IT initiative involving online training materials and assessment is launched. 4. All outstanding mapping errors and adjustments must be rectified. Conditions 1, 2, and 4 must be met by 1 May All conditions were met. The accreditation team made the following recommendation: A separate guide is produced for locum pharmacists/pharmacy technicians who may work with a trainee. This should be available within the Supervisors Guide to enable locums to understand their training obligations. In response, the NPA decided that any locum who is acting as a witness for the students would need to read the whole Supervising Pharmacists guide as all information contained within is essential for full understanding of the course. The NPA representatives at the present event told the accreditation team that none of them had been in post at 1

2 the time of the last accreditation but were aware of the outcomes. Since the last accreditation event, the NPA has decided to expand its portfolio to offer a new training course specifically aimed at members of the pharmacy staff team that are responsible for ordering and putting away dispensary stock. It was recognised that the training needs of these members of staff differed from those of dispensing assistants and this Level 2 Introduction to Pharmacy Stock Control course has been designed and tailored to address these needs. Documentation The provider submitted submission documentation to the GPhC in line with agreed timescales and a pre-event meeting took place at the General Pharmaceutical Council headquarters at Lambeth on 2 July During the pre-event meeting the schedule of meetings and timings for the accreditation event were confirmed. The following documents were submitted by the provider in advance of the accreditation event: - Completed GPhC submission template Accreditation of dispensing/pharmacy assistant programmes NPA Introduction to Pharmacy Stock Control. - Evidence documents: - Introduction to Stock Control Marking Form, Textbook and Guidance Marking - Supervising pharmacist s guide - Candidate guide - Learning Contract - Patient Confidentiality Agreement - Evaluation Form - NPA Course Policies and Procedures 2014 comprising: Assessment procedure; Appeals procedure; Malpractice and Plagiarism Policy and Procedure; Quality Assurance Procedures Comparative Marking Procedure for New Markers, Ongoing Comparative Marking Procedure, Random Assessment Procedure and associated documents; Reviewing and Updating Course Material; Dyslexia Procedure. - Role Profiles of all Staff Members - CV of Course leader, QA pharmacist and Head of Department - Application Form - Numeracy and Literacy Skills Document - Marker Contract and Service Level Agreement - Marker Information Pack - Certificate - The following document was submitted at the event: - Level 2 (ADAC) to Level 3(QCF) Transfer Process Flow Chart 2

3 The event The event was held on 22 July 2014 at the NPA offices in St Albans 22 July 2014 (Level 2 programmes) Time 1. Private Tour meeting of accreditation team and GPhC representatives 09:00 11:30 2. Presentation 11:30 12:30 3. Meeting with NPA representatives 13:00 15:00 4. Private meeting of accreditation team and GPhC representatives 15:00 16:30 5. Feedback to NPA representatives 16:30 16:45 Accreditation team The GPhC s accreditation team ( the team ) comprised: Name Mrs Barbara Wensworth* Mrs Cath Davies Mrs Donna Bartlett Professor Dorothy Whittington Designation at the time of accreditation event Accreditation team leader, Freelance Consultant Pharmacist Accreditation team member, Health Science Co-ordinator, Stoke-on-Trent College (proxy member) Accreditation team member, Area compliance co-ordinator, Whitworth Chemist Ltd Accreditation team member (Lay), Emeritus Professor of Health Psychology, University of Ulster and Non-executive Director, Northern Health and Social Care Trust (Northern Ireland) along with: Name Ms Joanne Martin * Ms Jenny Clapham * Dr Ian G Marshall Designation at the time of event Quality Assurance Manager (Education), General Pharmaceutical Council Quality Assurance Officer, General Pharmaceutical Council Rapporteur, Emeritus Professor of Pharmacology, University of Strathclyde, Glasgow *attended pre-event meeting on 2 July 2014 Declaration of potential conflicts of interest No potential conflicts of interest were declared 3

4 The accreditation criteria Accreditation team s commentary 1. The Training Programme All of the seven criteria relating to the training programme are met. The documentation stated that the contents of the Introduction to Pharmacy Stock Control module meets the requirements of units of S/NVQ level 2 (QCF) in Pharmacy Service Skills modules: 7. Order pharmaceutical stock, 8. Receive pharmaceutical stock, 9. Maintain pharmaceutical stock. The course primarily covers units 7, 8 and 9 as well as relevant aspects of the other units. The module aims to provide those members of pharmacy staff who put away and order dispensary stock with the knowledge required to undertake this activity. The course consists of a single workbook module which is undertaken on a distance learning basis; students works through the module at their own pace, over a period of two to three months or sooner. The estimated study time required to complete the module is approximately 15 hours. The module is being taught at Qualifications Credit Framework level 2 and reflects the ability of the learner to select and use relevant knowledge, ideas, skills and procedures to complete well-defined tasks in the pharmacy The candidate works with a supervising pharmacist, part of whose role is to explain the relevance of the learned material to the workplace and signs a declaration that the student is applying their knowledge in the workplace. The documentation stated that it will be made explicit by covering letter that the course will not entitle the candidate to work on the medicines counter or undertake any dispensing procedures other than stock control. However, the team noted in the documentation that there was reference to stock and dispensing ; this should be corrected. The team also agreed that reference to generic and trade names of medicines should be placed earlier in the workbook as it considered it necessary to inculcate this information into students with no previous knowledge of pharmacy at an early stage. The module is based on an integrated knowledge and assessment workbook. Candidates are required to answer set questions and complete activities relating to dispensing and stock control to demonstrate their knowledge and provide evidence of implementing this in practice. The team considered that this reference to dispensing was misleading and should be removed as stock control assistants would not be involved in the dispensing process. The contents have been developed by NPA Professional Development Pharmacists, who are all pharmacists and hold additional and relevant training qualifications. External self-employed markers are used for the marking of assessments. All markers are either pharmacists or registered pharmacy technicians. 2. Academic Management Structures All of the four criteria relating to Academic and Management Structures are met. The documentation stated that external self-employed markers currently used for the marking of the Dispensary Assistants Course (ADAC) will be used for this single module as the content is aligned to part of ADAC module 1. The team was told that the current Professional Development Department team had inherited the pool of markers, but told the team that most of the markers had worked for multiple pharmacy chains in learning and development departments, and that some had worked in educational colleges; many were said to have had at least 10 years experience of marking, including for pharmacy technicians courses. All markers are 4

5 issued a Marker Information Pack to aid them with marking. They are also issued guidance marking for this stand-alone module which must be followed when marking student s work. Markers award a grade based on the percentage ranges stated in the associated marking guidance. Further quality assurance procedures include random assessment and end of course evaluations. A certificate will not be issued until all elements of the course are complete. Summative case studies are not to be completed under examination conditions; students can work through them in their own time and can use their modules and other reference sources. Students who fail must attempt a new, re-sit paper. If students fail the third attempt they must be discontinued from the course. Under extenuating circumstances the two- to three-month course may be extended for a further 6 months at the discretion of the Pharmacist Course Leader, following consultation with the supervising pharmacist. Extensions beyond this will only be made at the discretion of the Head of Professional Development. Under certain circumstances, where an extension is granted, this may be made on the proviso that additional training materials or assessments are studied or undertaken. All courses will automatically expire three years from the start date of the course and no further extensions are permitted beyond this point. The documentation explained that if a student is unhappy with an assessment decision either the student or the supervising pharmacist must write to the NPA stating the reason behind the appeal. The student is asked to forward their work to the NPA Course Leader. The NPA Professional Development Pharmacist marks the module independently to the initial marker and reviews the mark and grade awarded. Students are made aware that the grade may be lowered, raised, or stay the same as a result of the review. The supervising pharmacist is contacted within 14 days of receipt to discuss the outcome. A full review of the training material is conducted at least annually by the NPA Course Leader. If a major change occurs during a course an addendum is sent to all current students and included as a supplement in the module for those students who enrol before the formal update. Any cases of malpractice could be identified by students, supervising pharmacists, peers, markers or NPA personnel. Where identified these should be reported to the NPA in writing, with supporting evidence as applicable. The NPA will acknowledge the report within 7 working days and investigate the allegation. A panel comprising the NPA Course Leader, Professional Development Manager and Quality Assurance Pharmacist will consider the findings of the report and decide upon further action required dependent on the specific case. 3. Resources All of the eight criteria relating to Resources are met. The Professional Development Department is made up of an established team consisting of a mix of pharmacists, pharmacy technicians, member liaison officers and student support officers. The team is led by the Head of Professional Development who is in a senior management position and reports directly to the NPA Chief Executive. The Head of Professional Development is supported by the Professional Development management team consisting of the Professional Development Manager, Member Liaison Manager and Quality Assurance Pharmacist. The Professional Development Pharmacists report to the Professional Development Manager. The NVQ Centre Manager is a registered pharmacy technician and reports directly to the Quality Assurance Pharmacist. A team of four Student Support Officers is line-managed by either the Professional Development Manager or Quality Assurance Pharmacist but also reports to 5

6 the lead Student Support Officer. The NPA contracts 16 self-employed external markers/assessors to mark summative assessments who are either pharmacists or registered pharmacy technicians. The NPA uses a record- keeping computer system (Integra a bespoke customer relationship management IT system) which allows for electronic recording of student details including pharmacy address, supervising pharmacist, courses enrolled on, any disabilities, a log of all communication with the student and grades received. Supervising pharmacists, like students, also have access to NPA in-house staff to support and advice. The pharmacist is responsible for helping the student through their course and bridging the gap between the theory of the module and the practical aspects of working in a pharmacy. They must also ensure the student completes and submits their own work. The Introduction to Pharmacy Stock Control course will be marketed via the NPA website, the NPA in-pharmacy magazine and via the NPA learning brochure. Intakes for the module are at any time of year; this allows students to commence the course as soon as required. The course is to be completed within a period of 2-3 month period, though extensions are permissible. For those students who are on the course for six months or longer and are still active on the course, they will receive a status letter and, If required, an outbound call is made to the student 3 months after the letter is sent if there is no contact or progression on the course. End of course evaluations are sent to all students with their certificate. Additionally there are online evaluation forms which students can fill in at any time; evaluation forms are analysed and used to improve the course to ensure it better meets the students and members needs. Students are also able to give informal feedback at any time via or by telephone. This information is analysed and used to improve the course and the student s course experience. The team was told that students receive written feedback from the NPA and are able to telephone the NPA if they wish to discuss the feedback. Students who fail the assessments twice are also given oral feedback via a telephone call. The NPA will contact the supervising pharmacist first to discuss the feedback and will obtain consent to telephone the student. 6

7 Summary and conclusions The team agreed to recommend to the Registrar of the General Pharmaceutical Council that the National Pharmacy Association should be accredited as a Dispensing Assistant course An Introduction to Pharmacy Stock Control provider for a period of 3 years. No conditions were set. The accreditation team identified an area of strength: The team recognised the progress made by the NPA education team and will look forward to the next visit to see its continuation. The full record and report includes other comments from the team and the Registrar regards the record and report in its entirety as its formal view on provision. Providers are required to take all comments into account as part of the reaccreditation process. Standing condition of accreditation: These are the conditions which will apply in all circumstances of Dispensing Assistant accreditation: 1. The General Pharmaceutical Council has assumed responsibility for the regulation of pharmacy education. The Pharmacy Order, the legislation establishing the General Pharmaceutical Council as regulator, states that the General Pharmaceutical Council accept previous decisions of the Society. In this context, that means previous accreditation decisions of the Society will stand. 2. The recommendations are not binding on the Registrar and the Registrar may add, remove or modify points on reflection and in light the accreditation panel views. 3. The General Pharmaceutical Council s record and report will be sent to the NPA shortly to comment on factual accuracy. The providers must respond to the definitive version of the record and report within three months of receipt. 4. Thereafter the summary report, along with the NPA response, will be published on the General Pharmaceutical Council s website and remain for the duration of the accreditation period. The record remains confidential to the Training provider and the General Pharmaceutical Council. 5. All accredited providers are required to inform the General Pharmaceutical Council annually of changes to the curriculum and/or resources. 7

8 The Pharmacy Order 2010 states: Schedule 1 The Council s duties in respect of publications 6. (2) The Council may from time to time publish or provide in such manner as it sees fit guidance to registrants, employers and such other persons as it considers appropriate in respect of the standards for the education, training, supervision and performance of persons who are not registrants but who provide services in connection with those provided by registrants. Reference: Following the above event, the Registrar of the General Pharmaceutical Council subsequently accepted the accreditation team s recommendation and approved the course for accreditation for a period of three years, until the end of September

9 Appendix 1 - Accreditation Criteria 1. The training programme a. The programme is equivalent to one or more units of the S/NVQ level 2 (QCF) b. The unit(s) the course is designed to cover are specified. c. The course content covers the relevant units of the GPhC underpinning knowledge template (see mapping of the course to the programme requirements). d. For each unit, the transfer of underpinning knowledge into the workplace is demonstrated through the use of a variety of methods e. The programme is taught at Qualifications Credit framework level 2. f. The programme is planned with reference to the S/NVQ (QCF) level 2 underpinning knowledge template. g. Assessments have been developed by subject experts from the Pharmacy sector and directly relate to the relevant units of the S/NVQ (QCF) level 2 underpinning knowledge template. 2. Academic and Management Structures a. Assessment process and strategies assure appropriate standards in assessment and that students are able to demonstrate fitness for purpose. b. In the processes of programme review and development, the training provider has taken account of advances in pharmacy practice, for instance recent POM to P reclassifications, and developments potentially impacting on pharmacy. c. Course regulations include procedures for appeals against assessment decisions d. Course regulations include procedures for dealing with suspected plagiarism and/or malpractice 3. Resources a. Buildings, human, equipment, and other resources available to the training provider are sufficient for the effective delivery of the course to the numbers of students on the course, and overall. b. Record keeping systems are able to generate data on candidates completing, completion rates, student sector of practice and disability. c. Systems are in place for issuing certificates of completion to successful students in the GPhC s approved format d. There is an appropriate mix of tutors, mentors and assessors. e. The student has access to a personal tutor or tutors for academic guidance and pastoral care. f. The student is instructed in the use of information resources. g. There are adequate student feedback mechanisms in place. h. The training provider seeks to provide the student with a positive learning experience. 9

10 Appendix 2 - Mapping to the programmes requirements Mapping of this training programme to units of the NVQ level 2 (QCF) Pharmacy Services 7. Order pharmaceutical stock To demonstrate knowledge and understanding in this NOS, assistants should be able to apply : Legislation, policy and good practice 7.1 A working knowledge of working within the limits of their own authority and when to refer to an appropriate person 7.2 A factual awareness of current legislation that applies to the ordering of pharmaceutical stock 7.3 A working knowledge of their responsibilities under current legislation when ordering pharmaceutical stock 7.4 A working knowledge of the importance of following ordering SOPs 7.5 A working knowledge of the health and safety requirements related to ordering of pharmaceutical stock 7.6 A working knowledge of local or regional pharmaceutical contracts Name of document and unit/module number Section 1 Section 2 Page 7-8, , 52-53, Section Specific health related knowledge and skills 7.7 A working knowledge of the different formulation

11 of drugs and why it is important to order sufficient quantities of the correct formulation and strength 7.8 A working knowledge of the difference between branded and generic drugs 7.9 A working knowledge of the importance of referring to current drug alerts and company recalls when ordering pharmaceutical stock Ordering Stock 7.10 A working knowledge of the sources and suppliers of stock 7.11 A working knowledge of the procedures for responding to urgent requests A working knowledge of the importance of taking account of seasonal variations when ordering pharmaceutical stock 7.13 A working knowledge of the action to be taken if stock is unavailable Records and documentation 7.14 A working knowledge of the input and retrieval of stock data 7.15 A working knowledge of the parameters set for the computer ordering system 7.16 A working knowledge of the importance of maintaining correct, accurate documentation, including backup systems to IT failure where appropriate. 58 Section ,

12 8. Receive pharmaceutical stock To demonstrate knowledge and understanding in this NOS, assistants should be able to apply : Legislation, policy and good practice 8.1 A working knowledge of working within the limits of their own authority and when to refer to an appropriate person 8.2 A factual knowledge of current legislation and their responsibilities that apply to the receipt of pharmaceutical stock 8.3 A working knowledge of the importance of following SOPs related to receiving pharmaceutical stock 8.4 A working knowledge of the COSHH and health and safety requirements related to receipt of pharmaceutical stock 8.5 A working knowledge of local or regional pharmaceutical contracts Specific health related knowledge and skills 8.6 A working knowledge of the different formulation of drugs and why it is important to stock sufficient quantities of the correct formulation and strength 8.7 A working knowledge of the difference between branded and generic drugs 8.8 A working knowledge of the importance of referring to current drug alerts and company recalls when receiving pharmaceutical stock Name of document and unit/module number Section1 Section 2 Section 4 Page , Section 4 Section Section Receiving stock 8.9 A working knowledge of the sources and suppliers

13 of stock 8.10 A working knowledge of the procedures that apply to receiving pharmaceutical stock, including: a) only receiving stock identified on the original order b) expiry dates and batch numbers c) identifying damaged, contaminated or deteriorated stock a) Section 1 b) Section 1 c) Section A working knowledge of the action to be taken if stock is unavailable 8.12 A working knowledge of the action to be taken if received stock: a) not on original order b) is not the complete order c) beyond expiry date d) has inconsistent batch number or batch number for which drug alerts/recalls have been issued e) damaged or contaminated 8.13 A working knowledge of promptly informing the appropriate person of the availability of the stock where the goods received are for a special or outstanding order Incorporating received stock into storage 8.14 A working knowledge of the storage requirements of different types of products and why they are important 8.15 A working knowledge of the importance placing received stock in a manner that allows stock rotation Section 3 Section 4 Section , , A working knowledge of the importance placing Section , 13

14 received stock in a safe storage environment Section 4 Resolve queries and complaints 8.17 A working knowledge of the input and retrieval of stock data 8.18 A working knowledge of the parameters set for the computer ordering system where appropriate 8.19 A working knowledge of the importance of maintaining correct, accurate documentation, including back up systems to IT failure where appropriate Maintain pharmaceutical stock To demonstrate knowledge and understanding in this NOS, assistants should be able to apply : Legislation, policy and good practice 9.1 A working knowledge of working within the limits of their own authority and when to refer to an appropriate person 9.2 A working knowledge of your responsibilities and current legislation that applies to maintaining pharmaceutical stock 9.3 A working knowledge of the importance of following SOPs related to maintaining pharmaceutical stock Name of document and unit/module Page 50, A working knowledge of the health and safety a) Section

15 requirements related to: a) maintaining pharmaceutical stock b) disposing of outdated, damaged or decontaminated stock Specific health related knowledge and skills 9.5 A working knowledge of the different formulation of drugs and why it is important to stock sufficient quantities of the correct formulation and strength 9.6 A working knowledge of the difference between branded and generic drugs 9.7 A working knowledge of the of the action to take immediately when drug alerts and company recalls are received Maintaining stock 9.8 A working knowledge of the importance of maintaining a safe storage environment 9.9 A working knowledge of the storage requirements of different types of products and why they are important 9.10 A working knowledge of the importance of storing stock into the correct: a) storage area b) location 9.11 A working knowledge of the importance of taking any special storage requirements into consideration 9.12 A working knowledge of the importance of good stock management, including: a) the rotation of stock b) checking expiry dates of stock b) Section Section Section Section Section , Section a) b) Section 1 Section 3 54,

16 c) the quantity of stock - taking account of seasonal variations d) identifying damaged, contaminated or deteriorated stock 9.13 A working knowledge of the action to be taken if stock is unavailable 9.14 A working knowledge of the action to be taken if stock: a) is beyond expiry date b) is damaged or contaminated c) has inconsistent batch number or batch number for which drug alerts/recalls have been issued Records and documentation 9.15 A working knowledge of the input and retrieval of stock data 9.16 A working knowledge of the parameters set for the computer ordering system 9.17 A working knowledge of the importance of maintaining correct, accurate documentation, including back up systems to IT failure where appropriate. c) d) a) b) c)