Lead Pharmacy Assistant, Homecare

Job description

Job responsibilities

Homecare - Responsible for:

Proposing, assisting in developing and, implementing agreed changes to pharmacy homecare and, pharmacy procurement services.

Contributing to the development of homecare and procurement standard operating procedures (SOPs).

Implementing and managing compliance with SOPs as assigned.

Producing workload statistics and key performance indicator (KPI) reports on homecare as directed.

Providing efficient and effective administration support and communication management to the homecare team.

Working to tight deadlines to produce the required outcomes in the required timescales whilst maintaining the exceptionally high standards required.

Receiving prescriptions, recording and forwarding them to the appropriate team member for processing. Once professionally checked, prescriptions must be scanned and forwarded to the correct Homecare company ensuring records are kept, receipts are received and a full audit trail is in place.

Receiving paper copies and, accessing invoices and proof of deliveries (PODs) electronically, from various homecare supplier databases. Checking and ensuring invoices and PODs match exactly the previously ordered drug line for that patient on the pharmacy computer system and that the price stated on the invoice matches. Once all accuracy checks completed, receiving the drug and accessories onto the system or escalating discrepancies and errors immediately.

Forwarding invoices to the pharmacy finance team for payment and, maintaining up to date records of invoices processed recording information on homecare company's statements.

Paying homecare invoices if no involvement with ordering or receipt of the drugs.

Analysing supplier statements received monthly ensuring all outstanding invoices are investigated and records kept of issues/problems plus actions taken. Liaising with providers, negotiate complex issues and resolve all invoicing queries ensuring follow through communications are made. When issues cannot be resolved they must be escalated immediately.

Supporting medicine supply issues including MSNs, SDAs and drug alerts etc.

Effectively dealing with staff and patient queries or complaints in the first instance, referring them appropriately as required.

Ensuring all computerised and hard-copy documentation of ordering, goods received and invoice payments etc. are correct in accordance with the trusts standing financial instructions and stored and archived appropriately.

Supporting the auditing of the service.

Assisting with any patient or staff satisfaction surveys.

Finance Responsibilities:

Contribute to the development of the pharmacy finance service.

Ensure systems are in place and followed for managing outstanding invoices and outstanding credits for Homecare.

Obtain reimbursement of money when appropriate.

Ensure invoices are reconciled with orders placed on the pharmacy computer system and payment runs are made on a regular agreed basis on time.

Ensure all actions taken are within the framework set by the trusts standing financial instructions, financial policies and procedures, and pharmacy's policies and procedures.

Organise invoices as they are received, keeping track of those with queries, ensuring payment is made within the financial timescale required.

Check suppliers invoices, PODs and credit notes, prior to payment, to ensure they reconcile correctly and all prices are correct.

Maintain confidentiality of pricing agreements.

Batch invoices and send them for payment using the interface between pharmacy and finance ensuring all fields are completed and all inputting errors are identified and corrected.

Manually send invoices for payment that must be excluded from the interface to finance.

Configure the pharmacy accounts payable Interface and update the pharmacy system database when required.

Contact wholesalers, manufacturers, homecare companies, and external agencies as well as pharmacy staff to resolve discrepancies and problems with invoices, credit notes, statements, payments due, payments made and pharmacy orders etc.

Refer problems that cannot be resolved satisfactorily to the appropriate manager.

Analyse and interpret financial data as appropriate.

Input and manipulate financial data into computer databases and spreadsheets, where speed and accuracy are of the utmost importance.

Assist in processing invoices within the main pharmacy invoicing office as required.

Managerial Responsibilities:

Day to day management of receiving prescriptions, onward forwarding to homecare providers, and the receiving orders against an invoice and POD on the system.

Assisting with problem solving of staffing and resource issues.

Participating in interviews when required.

Assisting when required in staff development reviews.

Managing own and any assigned staffs time, day to day prioritising workload to ensure tasks are completed on time.

Providing induction and detailed training for trainees and new members of staff when required.

Participating in regular reviews (through audit and evaluation) of homecare contributing to the improvement and development of the service.

Other Responsibilities:

Follow all departmental SOPs at all times, identifying any aspect which could be improved.

Use the pharmacy computer system, finance systems, MS Office and other computer software to receive drugs and process invoices, develop and maintain databases, produce reports, record data etc. as required.

Work within set routines with little direct supervision but with support and advice available when required.

Undertake a range of technical duties when required in the department, meeting the required standards at all times, gained by completion of the appropriate competency based training program.

Carry out any other duties requested.

Participate in the trusts Staff development process on at least an annual basis.

Be responsible for keeping up-to-date with all relevant SOPs, COSHH and health and safety requirements, policies and communiqués where appropriate.

Expected to work at weekends and bank holidays.

Expected to travel and work on the Alexandra Hospital site.

Maintain confidentiality as per trust and commercial SOPs.

Communicate promptly and appropriately any concerns or doubts of the accuracy of another member of staff are identified.

Act in a professional, caring and responsible manner at all times.

Maintain all work and desk space in a tidy and organized manner.

Person Specification

Experience

Essential

• Recent and relevant experience of successfully delivering technical pharmacy services or pharmacy procurement services as a pharmacy assistant in a hospital or community setting.
• Experience and knowledge of medicines and pharmacy policies including naming, handling and storage practices.
• Experience of how to deal with a range of routine and non-routine activities, work allocation, problem solving for a team or area of work, answering queries, progress chasing, and task related problem solving.
• Experience of successfully working under pressure and with pressurised deadlines e.g. dealing with prescriptions for medicines required very urgently or in an emergency.

Desirable

• Proven recent experience of successfully delivering technical pharmacy services as a Senior Pharmacy Assistant in a hospital/retail setting.
• Ordering medicine stock where accuracy is of the utmost importance

Knowledge and skills

Essential

• Work to a high level of accuracy, giving attention to detail.
• Excellent communication skills. Able to communicate clearly and effectively both verbally and in writing and have the ability to record details accurately and neatly.
• Extensive experience and skilled at using Microsoft Office packages i.e. Word, Excel, Teams and Outlook.
• Possess analytical and judgement skills for solving complex issues such as supply and invoicing problems.
• Ability to cope with pressure, multi task and prioritise own work to meet set deadlines.
• Up to date knowledge of medicines and procurement practices.
• Current understanding of the issues facing pharmacy purchasing services within the NHS.

Desirable

• Knowledge of quality assurance.
• Knowledge and experience of developing, managing or improving Standard Operational Procedures.
• Knowledge and experience of using the Pharmacy system EMIS

Personal Qualities

Essential

• Able to work effectively in a team whilst working as a role model for colleagues.
• Be honest and trustworthy and able to maintain strict confidentiality at all times.
• Willing to be trained and to learn and, must be prepared to attend training courses appropriate for the post.
• Able to work at weekends and bank holidays and work flexibly when needed depending on the service requirements.

Qualifications

Essential

• GCSE Grade C or above in English, Maths and Science (or equivalent)
• AND
• NVQ Level 2 in pharmacy technical services or working towards it

Desirable

• Supervisory or team leadership course

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)