The NPA has launched resources to help members prepare for the new GPhC premises inspection and ratings model. Leyla Hannbeck, head of pharmacy services at the NPA, talks through the first of the five principles

To comply with principle one – governance arrangements – all processes and services within the pharmacy that pose a potential risk to patients and customers need to be identified, managed and reviewed. It’s important that all members of the pharmacy team are aware of what this involves and have an understanding of their role and its limitations so they only do tasks that they are qualified to do, and only in appropriate circumstances.

GPhC inspectors will want to see evidence to demonstrate that the pharmacy has governance arrangements in place. This is not a case of showing the inspector where a particular document is. Instead, the inspector can ask any member of the pharmacy team how they managed a recent incident in the pharmacy, what reporting records were made and where the records are kept. For example, the inspector might want evidence that children and vulnerable adults are safeguarded. This includes staff knowing how to raise concerns about the safety of children and vulnerable adults and being able to proactively recognise vulnerable groups and take appropriate action.

The inspector will also want to see that staff members have clearly defined roles and clear lines of accountability. This involves evidencing that the responsible pharmacist SOPs are in place and that all team members understand what tasks can be undertaken if the responsible pharmacist is absent. As well as giving evidence, the inspectors will want to know what procedures are followed in the pharmacy when things go wrong and how they are managed and rectified. This won’t be a case of simply showing the inspector an SOP; they could present a scenario to any member of the pharmacy team and would expect that person to tell them exactly how they would handle that situation.

Think about the following scenario – what would you do?

The pharmacy has just employed a pharmacy counter assistant who is undergoing a three-month probationary period at the pharmacy. They are undergoing induction training, with a view to commencing an approved course once they have passed their probationary period. The dispensary technician has phoned in sick, and the pharmacist asks if the new counter assistant can help put some stock away in the pharmacy, “as they are really busy”. Is this permitted, and how should the responsible pharmacist manage the situation?

• You need to consider:
• Roles and responsibilities of staff – you need to show evidence of job descriptions, training undertaken or courses currently
• Planning and management of rota so the pharmacy is sufficiently staffed
• The risk to patient safety when untrained staff assist in dispensary tasks
• Succession planning.

NPA members can download the complete set of resources from: www.npa.co.uk/GPhC-inspection. Members can also watch short videos from the GPhC’s inspections team, which explain what inspectors are looking for, tips for what makes a good inspection and mistakes to avoid.