Lead Pharmacy Assistant, Homecare
6 months ago
**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 The 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 where required.
Assisting where 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 r
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