Digital Standard Operating Procedures

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Electronic Standard Operating Procedures (SOPs) are digital documents used by organisations to detail out the duties and responsibilities of staff members. SOPs ensure that staff know what to do in specific scenarios and give clarity as to what is expected of each employee in the course of their day to day work. Traditionally, SOPs were given to each employee as hardcopy, however, this often came with multiple issues:

• Version tracking - if an update to the SOP was needed due to legislation or a change in company policy, all employees would need to resign the documents.
• Dissemination - dispatching hardcopy has always been difficult. Are multiple copies printed? Or is there one master copy that needs to move physically to each location?
• Signature monitoring - hiring temporary staff, getting them to sign SOPs can be a nightmare.

A Story...

Mike works in an extremely busy pharmacy based in a GP's surgery. One day, at work, a new shop assistant was starting, and as the Superintendent, he had the duty to present her with 120 SOPs to read and sign. The first day she was absorbed, did little work and managed to read and sign 30 of them. The following week the same, the week after the same, on the fifth week Mike went to check whether she had signed all the documents, she hadn't. Mike marked each page with a post-it note to ensure she signed the documents. On the sixth week, Mike checked that she had at last correctly signed each document.

The next week she had to go back to college, and she was never seen again.

 

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A Solution...

For over a decade, large organisations have implemented digital solutions to solve this problem. The majority create their own IT infrastructure which serves Standard Operating Procedures electronically via email to employees which are signed and then stored in the cloud. However, for small to medium-size businesses the cost involved in creating such as system often outweighs the potential benefits which might be gained. HubNet.io provides this solution at a much lower cost than a custom build, as we provide an off the shelf product which can be easily adapted to any business.

Using our HubNet.io Team Builder tool, any organisation send out their own SOPs or choose from our in-house 150+ templates. These digital SOPs can then be sent directly to different classes of staff via email and have them electronically signed. We also give you the option to use our template human resources templates as well so that you can easily contract new staff. Below is a picture of the "Responsible Person" files interface that we provide containing the digital SOPs. As you can see "Supply Specific Products" file is open, and the various online SOPs are displayed which can either be edited, deleted or sent to the staff with the "Read Again Button".

These digital SOPs can be advantageous when used in conjunction with our other online tools such as our Human Resources contracting tool. Having everything in one place can reduce stress and save a huge amount of time.

SOP Format

The Standard Operating Procedure format from our 150+ templates is shown to the left. All fields are customisable.

The subject / title - we recommend that this is short and simple to understand.

The purpose /scope - this section needs to set our why the SOP was created justifying to the user why it is needed.

The risk - risks need to be identified and addressed.

eSignature - we have created proprietary technology ensuring all signatures are legally binding.

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The full list of template Standard Operating Procedures includes:

Care Quality Commission (CQC) Standard Operating Procedures:            

• British Code of Advertising Standard Operating Procedure
• Patient Disclaimer Standard Operating Procedure
• Disability and the Equality Act 2010 Standard Operating Procedure  
• Seeking Clients' Consent Standard Operating Procedure 
• Complaints Procedure Standard Operating Procedure    
• Whistle Blowing Policy      
• Confidentiality Policy      
• Clinical Governance Standard Operating Procedure     
• Clinical Audit Standard Operating Procedure    
• Safeguarding Policy      
• Stress Management Standard Operating Procedure   
• Sickness and Absence Standard Operating Procedure    
• RIDDOR Standard Operating Procedure
• Violent or abusive patients Standard Operating Procedure
• Mental Capacity Standard Operating Procedure
• Medicine Incident Reporting Policy
• Medication Review Policy
• Protocol for the Identification of Patients with Learning Disabilities
• Electronic Transfer of Patient Data Policy
• Medicines Safety Alerts Standard Operating Procedure
• Disciplinary Policy
• Disclosure and Barring Standard Operating Procedure
• Computer Misuse Policy
• Computer and Data Security Procedure
• Caldicott Protocol
• Business Continuity Plan Standard Operating Procedure
• Repeat Prescription Rationalisation (‘Tidy-Up’) by Medicines Management Team in Primary Care Standard Operating Procedure
• Pre-Agreed Practice Specific Medication Switches to the Health Board Preferred Generic Standard Operating Procedure
• Updating Repeat Medication from Community Pharmacy Medication Use Review by Medicines Management Team in Primary Care      
• Adding the Medication of a Newly Registered Patient onto the Repeat Prescription by Medicines Management Team in Primary Care      
• Medicines Reconciliation from Hospital Outpatient Documentation by Medicines Management Team in Primary Care     
• Medicines Reconciliation from a Hospital Discharge Notification by Medicines Management Team in Primary Care Standard Operating Procedure
• Domiciliary Medication Adherence Assessment by Medicines Management Team in Primary Care      
• Level 2 Medication Review (including repeat medication reauthorisation) by the Medicines Management Team in Primary Care     
• Level 3 Medication Review (including repeat medication reauthorisation) by the Medicines Management Team in Primary Care
• Memorandum of Understanding with the Medicines Management Team

Specials Standard Operating Procedure (for GPhC and MHRA registered organisations)    

• Supply of Insulin Standard Operating Procedure   
• Supply of Lithium Standard Operating Procedure 
• Supply of Methotrexate Standard Operating Procedure 
• Supply of Oral Anticoagulant Medication Standard Operating Procedure 
• Supply of Paraffin Based Skin Products Standard Operating Procedure 
• Sale and Supply of Veterinary Medicines Standard Operating Procedure 
• Supplying of Oral Anti-Cancer Medicines Standard Operating Procedure 

Information Governance (for CQC, GPhC and MHRA registered organisations)        

• Cybersecurity Protection Standard Operating Procedure - free download.
• Summary Care Records Standard Operating Procedure      
• Staff Confidentiality Standard Operating Procedure       
• Information Governance Policy      
• Code of Conduct for Employees with Respect to Confidentiality      
• Data Handling Standard Operating Procedure       
• Mobile Computing Guidelines and Standard Operating Procedure      
• Information Security Incident Management Standard Operating Procedure      
• Access Control and Password Management Standard Operating Procedure       
• Ensuring Staff Compliance with RA01 Terms Template SOP      
• GDPR Privacy notice for employees workers and contractors UK      

Staff Induction (for CQC, GPhC and MHRA registered organisations)         

• Locum Induction Standard Operating Procedure
• Staff Induction Standard Operating Procedure

Signposting (GPhC registered organisations only)        

• Signposting Standard Operating Procedure

Private Services (GPhC Registration Holders only)

• Salbutamol Supply to Schools Standard Operating Procedure
• Blood Diagnostics via Finger Prick Standard Operating Procedure
• Dispensing Private Prescriptions Standard Operating Procedure 

Operational (for CQC, GPhC and MHRA registered organisations)      

• Cleaning Standard Operating Procedure
• Cold Chain Maintenance Standard Operating Procedure
• Equipment Maintenance Standard Operating Procedure

Internet Pharmacy (GPhC Distance Selling Registration Holders only)        

• Setting up an internet pharmacy in the UK Standard Operating Procedure  
• Overarching Internet Pharmacy Standard Operating Procedure 
• Dispatching an internet Order Standard Operating Procedure     
• Final Checking an internet Order Standard Operating Procedure       
• Distance selling Standard Operating Procedure   
• Preparing an Internet Order Standard Operating Procedure   
• Receiving and Internet Order Standard Operating Procedure   
• Distance Selling Social Media Standard Operating Procedure     
• Cold Chain Delivery Standard Operating Procedure 

Essential Services (GPhC registered organisations only)        

• Accuracy Check by an Accredited Checking Technician Standard Operating Procedure     
• Accuracy Checking Standard Operating Procedure   
• Assembling and labelling prescriptions Standard Operating Procedure     
• Chaperoning Standard Operating Procedure   
• Date Checking Standard Operating Procedure   
• Delivery of Medicines Standard Operating Procedure   
• Dispensing Medicines with a Compliance Aid Standard Operating Procedure   
• Dispensing of Prescriptions Standard Operating Procedure   
• Disposal of Unwanted Medicines Standard Operating Procedure   
• Electronic Prescription Service Release 2 Standard Operating Procedure   
• Emergency Supply Standard Operating Procedure
• End of Month Standard Operating Procedure
• Owing Medication Supply Standard Operating Procedure
• Prescription Collection Service Standard Operating Procedure   
• Promotion of Healthy Lifestyle Standard Operating Procedure   
• Receiving Stock into the Pharmacy Standard Operating Procedure   
• Roles and Responsibilities of Pharmacy Staff Standard Operating Procedure   
• Support For People With Disabilities (Disability Act 2010) Standard Operating Procedure   
• Support for Self Care Standard Operating Procedure   
• Uncollected Prescriptions Standard Operating Procedure   
• Responsible Pharmacist Standard Operating Procedure   

Errors, Interventions and Complaints (for CQC, GPhC and MHRA registered organisations)      

• Complaints Procedure Standard Operating Procedure   
• Dealing with Dispensing Errors Standard Operating Procedure   
• Interventions and Problem Solving Standard Operating Procedure   
• Near Miss Audit Standard Operating Procedure   
• Pharmacy Patient Safety Incident Report and Follow Up Standard Operating Procedure   
• Preventing errors and recording near misses Standard Operating Procedure   

Enhanced Services (GPhC Registration Holders only)        

• Blood Glucose Monitoring Standard Operating Procedure      
• Blood Pressure Monitoring Standard Operating Procedure   
• Cardiovascular Screening Standard Operating Procedure   
• Chlamydia Testing Standard Operating Procedure 
• Cholesterol Testing Standard Operating Procedure
• Emergency Hormonal Contraception Standard Operating Procedure   
• Hosiery Fitting Standard Operating Procedure
• Minor Ailments Scheme Standard Operating Procedure   
• Monitored Dose Systems Standard Operating Procedure   
• Needle and Exchange Service Scheme Standard Operating Procedure   
• Palliative Care Enhanced Service Standard Operating Procedure   
• Pharmacy Urgent Repeat Medicine Service Standard Operating Procedure   
• Smoking Cessation Standard Operating Procedure   

Controlled Drugs (GPhC and MHRA Registration Holders only)        

• Balance Check and Record-Keeping Standard Operating Procedure   
• Delivering Controlled Drugs Standard Operating Procedure   
• Destruction of Controlled Drugs Standard Operating Procedure   
• Dispensing Codeine And Dihydrocodeine Standard Operating Procedure   
• Dispensing of Controlled Drugs Standard Operating Procedure   
• Dispensing Methadone Standard Operating Procedure   
• Extemporaneous preparation of methadone Standard Operating Procedure   
• Instalment dispensing of Controlled Drugs Standard Operating Procedure   
• Recording Concerns over CD management Standard Operating Procedure   
• Security and Storage of Controlled Drugs Standard Operating Procedure
• Supervised Controlled Drugs Administration Standard Operating Procedure   
• Supply of Sativex Standard Operating Procedure   

Business Continuity (for CQC, GPhC and MHRA registered organisations)       

• Operating in the Absence of a Responsible Pharmacist    
• Pandemic Protocol Standard Operating Procedure   
• Business Continuity Plan Standard Operating Procedure   

Advanced Services (GPhC registered organisations only)        

• Appliance Use Reviews Standard Operating Procedure   
• Medicine Use Reviews Standard Operating Procedure   
• New Medicine Service Standard Operating Procedure   
• Stoma Appliance Customisation Service Standard Operating Procedure   
• DMIRs Standard Operating Procedure   

Seasonal Vaccines (GPhC and CQC registered organisations only)        

• Infection Control Standard Operating Procedure   
• Influenza Vaccination Standard Operating Procedure   
• Needlestick Injuries and Contamination Standard Operating Procedure   

Travel Clinic (GPhC and CQC registered organisations only) 

• Malaria Chemoprophylaxis Standard Operating Procedure   
• MMR Vaccination Standard Operating Procedure   
• Shingles Vaccination Standard Operating Procedure   
• Travel Core Standard Operating Procedure   
• Yellow Fever Centre Standard Operating Procedure

Wholesale Dealers License Standard Operating Procedure (for MHRA License Holders)        

• Wholesale Dealers Licence Standard Operating Procedure

 

Get access to all of these SOPs for less than £30 per month