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Administrative Assistant, Medicines Finance
4 months ago
Job summary
The post holder will assist in the coordination of the day-to-day activities within the pharmacy Medicines Finance Team (MFT). They will ensure that the administrative duties relating to medicines delivered by Homecare are carried out in accordance with Trust and departmental policies and procedures. The post holder is responsible for managing the Homecare database, scanning and emailing Homecare providers' prescriptions, dealing with queries from the Homecare provider and reconciling invoices. The post holder must possess excellent time management and planning skills in order to manage a variety of ad hoc demands and provide administrative support to the MFT.
Main duties of the job
To ensure all patient demographic details (address, postcode, GP and DOB etc) are checked and any amendments/corrections are carried out in an accurate and timely fashion.
To act as the first point of contact for users of this service, dealing with telephone calls and enquiries promptly and efficiently.
To provide immediate responses to enquiries and refer as necessary, including personal enquiries from patients and their relatives, calls from GPs, clinicians, students, nursing and administrative staff, at all times understanding the sensitive nature of the calls.
To be responsible for identifying discrepancies between the contract price of drugs and the price invoiced by the Homecare companies.
To be responsible for invoice matching using the pharmacy computer and the storage of relevant paperwork within the department.
To be responsible for ensuring credit notes are received when errors have been identified through the invoice matching process; liaising with the Homecare & pharmaceutical companies.
To ensure invoices are for King's patients by matching the patient details on the invoice with patient details on the King's electronic patient record system.
To assist in the non-clinical aspects of audit work
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
POLICY / SERVICE DEVELOPMENT
To ensure the safe, effective and economical use of drugs for all patients in the Trust. To be able to follow departmental Standard Operating Procedures (SOPs)To contribute to wider policies that have an impact within the pharmacy department and across the Trust. To support the Chief Homecare Pharmacy Technician and the team by contributing tothe development of Homecare services To use a degree of initiative and deal with matters independently where possible, but to refer non-routine enquiries to a more senior member of staff as appropriate. To be able to use pharmacy computer systems correctly, enter data accurately from prescription forms and ensure that data is stored and archived appropriately in accordance with local and regionally agreed guidelines. To participate in relevant departmental meetings and update staff on current issues.
ADMINISTRATIVE
To be responsible for the organisation and maintenance of filing systems within the MFT for Homecare services, inputting information/patient activity onto computerised systems and ensuring accurate retrieval and distribution of information. To maintain the administration of all patients currently receiving medications via the Homecare service; to include registration, suspension, reinstatement and discontinuation of patients, updating of information, liaison with the Homecare Company and resolving patient queries.
To maintain confidentiality at all times when dealing with confidential and sensitive information related to patients and staff. To liaise with the multi-disciplinary team (clinical nurse specialist (CNS), consultants and internal pharmacy staff) as required. To follow policies in own area, and to proactively participate in the development and implementation of procedures to ensure higher quality administrative services. To ensure availability of audit trail of receipt of delivery for all homecare medicines and services.
Person Specification
Essential
Essential
GCSE A-C in English & Maths, or equivalent European Computer Driving Licence (ECDL) or proven equivalent experience in MS Office, email and using internet browsers.
Desirable
NVQ 2 or 3 in Pharmacy Services or equivalent Knowledge of procedures for dispensary services