Pharmacy Homecare Invoicing Clerk
Oxford University Hospitals NHS Foundation Trust
The closing date is 04 November 2024
Job summary
We are looking for an enthusiastic individual to join our expanding team based at the OUH Cowley site.
The department supports homecare activity across the Trust processing invoices relating to outsourced Homecare services that provide Pharmacy supplies direct to patient's homes.
The successful candidate will be integral to processing all aspects of work related to procurement of homecare services.
We will consider full time and part time hours. We also offer remote working one day a week.
Main duties of the job
Experience is not necessary but a keenness to learn new skills, an eye for detail and ability to adapt to new situations is a must. Main Duties of the role include:
- Processing invoices - ensuring that correct price for drugs is paid and that invoices are filed appropriately.
- Chasing of any outstanding credits with suppliers.
- Matching Orders to Delivery documents and preparing documentation for onward processing.
- Checking supplier statements to ensure that debt is managed at an acceptable level.
- Raising Purchase orders to expedite deliveries from Health care providers to patients homes in a timely manner.
- Working closely with colleagues to resolve problems.
About us
This is a rapidly growing and developing area of Pharmacy and offers the successful candidate an opportunity to help us expand the service and support clinical services throughout the Trust.
Join us to be part of this journey.
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more herewww.ouh.nhs.uk
The Trust comprises of four hospitals - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin Banbury.
Job description
Job responsibilities
MAIN DUTIES & RESPONSIBILITIES1. To be familiar with the functionality of the pharmacy computer system inrelation to passing invoices and looking up historical information.2. To be an active part of the Pharmacy Homecare team providing financial andadministrative services to the department3. To open mail and match invoices and credit notes to relevant purchaseorders.4. To raise purchase orders against invoices received for Homecare Goods.Includes:a. Interpreting detail on prescription in order to raise purchase ordersaccuratelyb. Ensuring all documentation is present and correct and matchedcorrectlyc. Raise on Pharmacy system and ensure signatories are in line withTrust Standard Financial Instructions (SFIs)5. Receipt of goods onto system against delivery documents under a setprocedure adhering to Trust SFIs.a. Ensuring all documentation is correctb. Ensure databases are maintained and updatedc. Processing onto systemd. Raising any discrepancies with appropriate individual6. Saving and printing of prescriptions sent via email7. To ensure that all invoices and credits are consistent with goods received orreturned on the pharmacy computer system and resolve discrepancies whenappropriate with regards to contract prices8. Prepare queries with price, quantity, product, delivery for sending toHomecare service providers9. Raise issues with Clinical Pharmacy team in relation to legibility ofprescriptions or potential errors in prescribing.10.To liaise with Homecare Technical team regarding any discrepancies withinvoices11.To prioritise payment to ensure penalties for late payment are not incurred12.To clear the system of long outstanding invoices using appropriate coding.13.Recording any information as required for audit purposes14.To ensure that homecare documentation is filed correctly and is kept up-todate and accurately to allow swift and easy retrieval of records.15.Address supplier and customer queries by telephone and electronically, withgood communication and interpersonal skills16.To run appropriate reports of invoices entered when necessary.17.To support new starters within the Pharmacy Homecare Team with training.18.To participate in Homecare and Procurement Team meetings to identify andresolve problems and suggest potential improvements as appropriate.19.Ensure the safe and effective use, storage and disposal of information in linewith the Data Protection Act, Caldicott Principles and General Data ProtectionRegulations.20.Where required and on a rotational basis, provide support for homecareprescription processing within clinical areas.Involves being present in a clinical settingRaising orders to match with prescriptions raisedAnnotate prescriptions with Purchase order referenceSend prescription to Homecare providerEnsure documentation is sent for processing accordingly
Job description
Job responsibilities
MAIN DUTIES & RESPONSIBILITIES1. To be familiar with the functionality of the pharmacy computer system inrelation to passing invoices and looking up historical information.2. To be an active part of the Pharmacy Homecare team providing financial andadministrative services to the department3. To open mail and match invoices and credit notes to relevant purchaseorders.4. To raise purchase orders against invoices received for Homecare Goods.Includes:a. Interpreting detail on prescription in order to raise purchase ordersaccuratelyb. Ensuring all documentation is present and correct and matchedcorrectlyc. Raise on Pharmacy system and ensure signatories are in line withTrust Standard Financial Instructions (SFIs)5. Receipt of goods onto system against delivery documents under a setprocedure adhering to Trust SFIs.a. Ensuring all documentation is correctb. Ensure databases are maintained and updatedc. Processing onto systemd. Raising any discrepancies with appropriate individual6. Saving and printing of prescriptions sent via email7. To ensure that all invoices and credits are consistent with goods received orreturned on the pharmacy computer system and resolve discrepancies whenappropriate with regards to contract prices8. Prepare queries with price, quantity, product, delivery for sending toHomecare service providers9. Raise issues with Clinical Pharmacy team in relation to legibility ofprescriptions or potential errors in prescribing.10.To liaise with Homecare Technical team regarding any discrepancies withinvoices11.To prioritise payment to ensure penalties for late payment are not incurred12.To clear the system of long outstanding invoices using appropriate coding.13.Recording any information as required for audit purposes14.To ensure that homecare documentation is filed correctly and is kept up-todate and accurately to allow swift and easy retrieval of records.15.Address supplier and customer queries by telephone and electronically, withgood communication and interpersonal skills16.To run appropriate reports of invoices entered when necessary.17.To support new starters within the Pharmacy Homecare Team with training.18.To participate in Homecare and Procurement Team meetings to identify andresolve problems and suggest potential improvements as appropriate.19.Ensure the safe and effective use, storage and disposal of information in linewith the Data Protection Act, Caldicott Principles and General Data ProtectionRegulations.20.Where required and on a rotational basis, provide support for homecareprescription processing within clinical areas.Involves being present in a clinical settingRaising orders to match with prescriptions raisedAnnotate prescriptions with Purchase order referenceSend prescription to Homecare providerEnsure documentation is sent for processing accordingly
Person Specification
Essential & Desirable
Essential
- Team Working Skills
- Flexible Approach to work and willing to learn and take on new tasks
- Positive can-do attitude
- Good Communication and interpersonal skills
- Basic skills in using MS Office products e.g. Word & Excel
- Good time management skills
- Good literacy and numeracy skills
- Organised and methodical approach to work
- Good attention to detail
- Reliable and conscientious
- Good organisational skills
- Self motivated
- Ability to work independently
Desirable
- Previous financial experience
- GCSE or equivalent in Maths and English
- Previous Pharmacy experience
Person Specification
Essential & Desirable
Essential
- Team Working Skills
- Flexible Approach to work and willing to learn and take on new tasks
- Positive can-do attitude
- Good Communication and interpersonal skills
- Basic skills in using MS Office products e.g. Word & Excel
- Good time management skills
- Good literacy and numeracy skills
- Organised and methodical approach to work
- Good attention to detail
- Reliable and conscientious
- Good organisational skills
- Self motivated
- Ability to work independently
Desirable
- Previous financial experience
- GCSE or equivalent in Maths and English
- Previous Pharmacy experience
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
