Job Description

POSITION SUMMARY

Under the regular supervision of the Pharmacy Director, facilities purchasing of supplies, drugs, equipment, monitors compliance to financial and operational targets. Performs Pharmacy Tech duties as needed.

Provides administrative assistance to the Director of Pharmacy. Prepares minutes, agendas and documents for Pharmacy & Therapeutics Committee, Medication Safety, departmental staff meetings and other meetings as assigned. Coordinates payroll and scheduling of employees.

The following job description covers the most significant duties performed, but does not exclude other work assignments not mentioned

PRIMARY RESPONSIBILITIES

Principal Duties:

Performs Pharmacy Buyer activities:

Processes pharmaceutical returns to wholesaler or vendor. Verifies receipt of credit for returns and maintains records.

Determines the need and urgency for out of stock pharmaceuticals from primary vendor or wholesaler. Critical shortages are reported to the pharmacy supervisor or Director.

Reconciles vendor invoices with merchandise received, insures correct price, department purchase order number and reports any discrepancies to vendor and the Director of Pharmacy daily.

Monitors the quality control storage of pharmaceuticals and sets appropriate PAR levels under the supervision of the Pharmacy Supervisor or Director.

Coordinates all drug recalls, determines levels of recalled drugs in stock and maintains records in accordance with federal law. Informs Director of results.

Separates expired pharmaceuticals from regular inventory and coordinates processing with selected vendor monthly or as assigned.

Responsible for completing the return of borrowed items within 3 working days of receipt and maintaining records.

Creates and submits 340B, GPO and WAC purchasing orders based on accumulations for virtual sites or par levels for physical inventory sites.

Manages purchasing, receiving and inventory control processes.

Monitors product min/max levels to effectively balance product availability and cost-efficient inventory control.

Monitors split billing software to ensure replenishment accuracy

Uploads manual invoices into the split billing software

Performs routine NDC to CDM mapping

Assist the 340B Manager/Analyst with compliance audits and issue resolution.

Archives purchase history information to make it available to auditors when needed.

Coordinates Departmental administrative activities:

Maintains Department Administration and Monthly Billing

Coordinates the purchasing and maintenance of inventory of office supplies.

Coordinates departmental, interdepartmental and Pharmaceutical Representative meetings for the Director.

Collaborates with the clinical pharmacist and Director to arrange monthly departmental continuing education lectures.

Recorder for all departmental meetings and maintains and distributes minutes.

Provides computer and office support for all departmental correspondence related to budget review, clinical initiatives, committee meetings, newsletter production and daily operations.

Develops cost data documents as required.

Assists the Director with updating and maintaining department and hospital policy and procedure manuals on an ongoing basis.

Manages agency staff files and updates in a timely and confidential manner in accordance with JCAHO and

Hospital standards.

Responsible for maintaining all regulatory licenses and permits for the department. Renewals must be done before due dates.

Maintains operations and service for all office related equipment.

Provides daily pick-up and distribution of department incoming and outgoing mail.

Manages all direct purchase account files.

Assists with the completion of the monthly interdepartmental billing and report preparation.

Serves as support for professional and technical staff as needed.

Assists Director in maintaining proper medication paperwork, forms, files etc., to meet JCAHO, OSHA, State and Federal regulations and Board of Pharmacy compliance.

Prepares minutes, agendas, and documents for various committees, workgroups and departments.

Performs duties of a Pharmacy Technician II and Assists in Maintaining Purchasing and Inventory Functions for Pharmaceuticals.

Performs all the duties and functions of a Pharmacy Technician II as needed.

Customer Service:

1. Greets customers in courteous, friendly, respectful and professional manner at all times, including

maintaining eye contact when appropriate.

2. Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the customer’s name as soon as it is learned.

3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4. Keeps customer’s information confidential, including public places such as elevators or the cafeteria.

5. Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.

6. Demonstrates commitment to excellent service recovery when a customer’s expectations have not been met.

Commitment to Co-Workers:

1. Offers assistance to colleagues and other departments when needed.

2. Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.

3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved.

Refrains from criticism in public.

4. Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.

5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department

Communication Etiquette:

1. Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.

2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3. Does not text or use e-mail during meetings (except for exigent or emergency situations).

4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5. Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred, gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.

6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.

7. Returns email and voicemail messages promptly but no later than within one business day (24 hours).

8. Always mindful of voice and language in public.

Self Management:

1. Reports to work appropriately groomed and in compliance with the Hospital’s dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

3. Completes mandatory, annual education and competency requirements.

4. Follows UM CAP safety, infection control and employee health standards.

5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.

6. Adhere to all UM CAP and department policies and procedures, including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences. Provides notification of absences, lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.

7. Reviews, signs, and adheres to UM CAP and/or departmental confidentiality statement.

Qualifications

Required: Current Maryland certification in good standing as a Pharmacy Technician.

Preferred: Formal Education Training Completed Course Work/Program: Required: High School or GED. Preferred: Associates Degree in Business Management, Health Sciences or related field.

Experience (years): Required: 3 - 5 years

Additional Information

All your information will be kept confidential according to EEO guidelines.