Navigating Winter pressures in the Dispensary
As winter sets in, your dispensary faces its annual wave of challenges, with increased
patient demand, seasonal illnesses, and heightened pressure on already stretched
services. For dispensing doctors, the responsibility is even greater, balancing clinical
duties with the complexities of dispensing medication. But with the right strategies
and mindset, winter doesn’t have to mean burnout or feeling overwhelmed.
The seasonal surge: What to expect
Winter in primary care brings with it a predictable rise in patient numbers. Respiratory
infections, Flu, and other seasonal illnesses peak, often alongside chronic condition
flare-ups. In addition, the elderly and vulnerable populations may require more
frequent attention, especially as cold weather exacerbates issues like asthma,
COPD, and cardiovascular diseases.
The dispensary faces unique challenges. Stock shortages, managing Controlled
Drugs, and ensuring the timely supply of medications all come into sharper focus.
With hospitals under strain, more patients look to their GPs for care, placing
added pressure on already busy dispensaries.
Staying ahead: Preparing for Winter
Preparation is the key to alleviating some of the burdens that come with winter.
Dispensaries who plan ahead are more likely to maintain a smooth workflow
and reduce the risk of crisis-mode situations.
- Review stock levels early: Dispensing practices must anticipate higher demand
for common winter medications, such as antibiotics, antivirals, and respiratory
treatments. Be proactive in stock management by reviewing your most commonly
prescribed items and working with suppliers to ensure sufficient quantities are
available. Consider placing early orders and preparing for potential shortages
by keeping open lines of communication with your suppliers. - Streamline your workflow: Dispensing doctors who utilise technology, such as
electronic prescribing systems and automated dispensing processes, will be
better equipped to manage the influx of patients. Review your workflows to
identify bottlenecks and consider implementing changes now that will pay
off when patient numbers surge. Delegate where possible. - Bolster your team: Winter is a time to support and empower your team. Ensure
all staff are trained and confident in their roles—whether that’s in dispensing,
customer service, or clinical tasks. Providing cross-training opportunities means
your team can be more flexible and adaptable when demands peak. It’s also
essential to ensure staff well-being during this time. A well-rested and supported
team is better equipped to deal with stress and can provide a higher standard of
care for patients. - Managing patient expectation During the winter season, patients’ expectations can
sometimes be unrealistic-whether it’s demanding next-day prescriptions or immediate
consultations. Clear communication is essential. - Promote preventative care: One way to ease the pressure is by encouraging patients
to take preventive steps before winter hits its peak. Early vaccinations for flu and
COVID-19, ensuring patients stock up on repeat prescriptions, and offering advice
on managing chronic conditions, can all reduce emergency appointments later
in the season. - Be clear about wait times: Being transparent about delays or service limitations can
help manage patient frustrations. By explaining the pressures you face and offering
realistic timeframes for appointments or prescription collections, you’re more likely
to have understanding patients, even during a busy season.
Keeping patient safety at the core
While speed and efficiency are vital, patient safety must remain the top priority. Dispensing
errors are more likely to occur when teams are rushed or under pressure, so it’s critical to
have systems in place to reduce the risk.
- Double-check systems: Reinforce safety protocols in your dispensary, including double-
checking high-risk medications, ensuring Controlled Drugs are stored and dispensed
correctly, and regularly reviewing SOPs with your team. Simple measures, like
double-checking prescription accuracy and expiry dates on medications, can prevent
costly mistakes. - Monitor vulnerable patients: Patients with chronic conditions or those on complex
medication regimens require extra attention during the winter.
Supporting yourself and your team
Winter can be mentally and physically draining for everyone in primary care, and dispensary
teams often shoulder an additional layer of responsibility. Prioritising your own well-being
is essential to staying resilient.
- Schedule breaks: As the demands increase, the instinct might be to work longer hours,
but this can quickly lead to burnout. Build short breaks into your day, ensuring you have
time to recharge and refocus. - Check in with your team: Winter pressures affect everyone differently. Regularly check
in with your team to offer support and assess any emerging needs. A quick huddle at the
start or end of the day can keep communication open and ensure everyone feels valued
and heard.
Winter pressures in primary care are inevitable, but they don’t have to be overwhelming. With
forward planning, clear communication, and a focus on patient safety and team well-being,
dispensaries can thrive, not just survive, through the winter months. By working smarter,
supporting each other, and staying flexible, practices can emerge stronger on the other side
of the season-ready to face whatever challenges the year may bring.
