Pharmacy Operations Support Specialist - Full-Time - Mid-City

JOB PURPOSE & MISSION  

This position supports the pharmacy's mission of delivering high-quality, patient-centered care while upholding standards required for URAC and ACHC accreditation and 340B standards.  

Essential Job Functions include, but are not limited to:   

1. Responsible for ensuring the accurate , timely , and compliant shipment of medications to patients.  

Package medications according to pharmacy protocols, temperature control requirements, and manufacturer guidelines. Utilize pharmacy shipping software to generate shipping labels and documentation, ensuring accuracy and compliance. Coordinate timely delivery through approved carriers and ensure shipment tracking and documentation are maintained per URAC and ACHC standards. Confirm patient information, address accuracy, and delivery preferences before dispatching shipments. Maintain complete and accurate shipping records, including logs required for accreditation and audit readiness. Report any shipping delays, damages, or discrepancies immediately and collaborate on corrective actions.  Collaborate with pharmacy staff to ensure all medication orders are complete and ready for shipment. Maintain shipping records for accreditation audit reviews .   Participate in ongoing compliance training and quality assurance initiatives to support accreditation standards.  

2. Responsible for accurately reviewing, verifying, and submitting pharmacy-related invoices to the Accounts Payable department.  

Review incoming invoices for accuracy and proper authorization.  Match invoices to purchase orders and receiving documents to ensure completeness and resolve discrepancies.  Enter invoice data into the pharmacy or financial management system for timely submission to Accounts Payable. Communicate with vendors and internal departments to resolve billing issues, discrepancies, or missing documentation. Follow up on outstanding or unpaid invoices to avoid late payments .  

3. Responsible for working closely with pharmacy staff and vendors to track orders, manage stock levels, and assist with purchasing medications.   

Place medication and supply orders through approved vendors based on inventory levels, usage patterns, and pharmacy needs.  Monitor stock levels and conduct routine inventory checks to ensure appropriate medication availability and prevent shortages.  Communicate with vendors regarding backorders, substitutions, or special requests.  Collaborate with pharmacy and billing staff to ensure accurate cost tracking and inventory reporting.  

4. Responsible for assisting with internal audits, data validation, and compliance related to the 340B Drug Pricing Program.   

Conduct routine internal audits of 340B claims to validate patient eligibility, prescriber qualifications, and accurate drug utilization .  Monitor 340B transactions to ensure compliance with HRSA guidelines and prevent diversion or duplicate discounts. Reconcile split-billing software reports with dispensing and purchasing records to ensure data integrity.  Support additional compliance and clerical tasks as needed to ensure the integrity of the 340B program.  

5. Assist Director of Pharmacy, Pharmacy Manager, Clinical Pharmacist, and staff with any clerical needs as it pertains to work.    

Reserves rooms in facility according to needs of upcoming meetings. Assist planning for meeting including equipment needs, food and beverages, or travel needs.  Willingly participate in Work Excellence projects.

6. Performs all other duties as assigned .  

JOB REQUIREMENTS   

Experience  

Required:  None  

Preferred:   

Prior experience in pharmacy operations, shipping/receiving, or healthcare logistics 1 year of experience with Microsoft Outlook and Excel  

Education  

Required: High School Diploma or GED  

Certifications & Licensure  

Required: None  

Special Skills or Knowledge  

Required:  None  

Preferred:  

Familiarity with URAC and ACHC shipping and documentation standards Familiarity with 340B standards Knowledge of HIPAA regulations and medication handling standards  

HIPAA & SAFETY REQUIREMENTS  

HIPAA - Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: Medical records without limitation both paper and electronic, patient demographics, lab and radiology results, patient information related to surgery or appointment schedules, medical records related to quality data, patient financial information, patient billing 3rd party, patient related complaints, information related to patient location, religious beliefs and/or public health records.  

SAFETY - Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, handling of wastes, sharps and linen, PPE, exposure control plans, hand washing, environment of care, patient identification, administers/collects medications/blood order, transports/monitors or observes patients with infusion pumps, and monitors clinical alarms.  

PERFORMANCE CRITERIA & STANDARDS  

Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.     

Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community. Takes initiative in living our Everyday Excellence values and vital signs. Takes initiative in identifying customer needs before the customer asks.  Participates in teamwork willingly and with enthusiasm. Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care. Keeps customers informed, answers customer questions and anticipates information needs of customers    

Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines and the GHS Corporate Compliance Guidelines.   

Practices diligence in fulfilling the regulatory and legal requirements of the position and department.  Maintains accurate and reliable patient/organizational records.  Maintains professional relationships with appropriate officials ; communicates honestly and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.   

Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives .   

Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.  Adheres to high moral principles of honesty, loyalty, sincerity, and fairness. Upholds the ethical standards of the organization.  

Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.   

Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.  Initiates or redesigns to continuously improve work processes. Contributes ideas and suggestions to improve approaches to work processes. Willingly participates in organization and/or department quality initiatives.   

Cost Management - Employee demonstrates effective cost management practices.   

Effectively manages time and resources   Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.  Consistently looks for and uses resource saving processes.  

Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.   

Employee effectively communicates, demonstrates , coordinates and emphasizes patient and employee safety.  Employee proactively reports errors, potential errors, injuries or potential injuries.  Employee demonstrates departmental specific patient and employee safety standards at all times.   Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.  

Full-Time