Job Description
Job Description
Pharmacy Coordinator Position Description
Job Title:
Administrative Medical Assistant
Reports To:
Office Manager, some supervision by Procedure Coordinator
FLSA Status:
Non‐exempt (hourly)
Date revised:
09/27/2016
Provisional Period:
90 days
Hours:
Full‐time (40 hours a week)
General Summary
The Pharmacy Coordinator (PC) at Men’s Health Boston (MHB) is a credentialed staff member whose primary responsibility is to oversee prescription management for the practice, including documenting prescriptions, sending medication orders to pharmacies, benefit investigation, and obtaining prior authorizations. The PC answers phones, routes calls appropriately. The PC also conducts outreach calls on behalf of the clinician, provides excellent customer service in person and on the phone, coordinates documents, scans and tracks documents with sensitive health information and completes forms. The PC may also obtain prior authorizations for other patient services, such as radiological imaging, surgeries, and procedures.
The PC may cross‐cover other areas (check in, check out, patient care, procedure coordinator, and administrative) as‐needed. The work of the PC will vary and is largely driven by the real‐time needs.
It is imperative for MHB employees to possess a positive attitude at all times. Patients must be greeted and spoken to with a smile. MHB staff must be aware of all responsibilities assigned to him or her and able to self‐start on tasks. Regular, timely attendance is an essential function of the position.
Principal Duties and Responsibilities
The Pharmacy Coordinator (PC) at Men's Health Boston is responsible for the following:
Prescription Management
1) Ensure EMR is compliant with NDC codes; utilize FDA’s National Drug Code Directory to look-up NDC codes. (Refer to EMR literature for further details.)
2) E-prescribing, mailing, calling in, faxing and otherwise sending prescriptions to pharmacies; assisting physicians with hard copy prescriptions, including documentation in patient’s chart.
3) Responsible for ensuring all voicemail and electronic messages regarding prescriptions are addressed by end of day; voicemails should be cleared twice per day.
Prior Authorization and Referrals
4) Obtain benefits from insurance companies for prescriptions, radiological imaging, surgeries, and procedures, and schedule appointments with patients once benefits are known.
5) Acting as liaison with outside doctor offices and hospital to coordinate ancillary tests and outside referrals, preparing, processing and tracking written referrals for specialists.
6) Managing the prior authorization process for prescriptions, radiological imaging, surgeries and procedures, including submitting, tracking, and follow up.
Administrative
7) Scheduling in-office and out-of-office appointments (such as radiological imaging, surgeries and procedures).
8) Answering incoming telephone calls and providing back‐up telephone receptionist duties, assessing type and urgency of phone calls and transferring to appropriate staff member or handling accordingly.
9) Greeting and checking‐in patients, updating demographic and insurance information, verifying and obtaining payments, scanning insurance cards, providing forms to patients.
10) Communicating with patients, pharmacies, and insurance companies as needed.
11) Directing patients to appropriate waiting area, monitoring patient flow and addressing patient flow concerns with appropriate staff member.
12) Preparing and printing patient encounter forms and requisitions for schedules, patient appointments and add‐ons.
13) Performing a variety of clerical duties including typing forms and short letters, sorting and processing mail, copying, faxing, filing, and other routine office functions.
Other
14) Maintaining established departmental policies and procedures, objectives, quality assurance program, and safety standards.
15) Back up other positions as required, and assist with training of new staff.
16) Perform other duties as required or assigned.
Position Requirements
1) Must have high‐school diploma or General Education Development (GED).
2) Must have one or more of the following:
· Completion of formal studies from an accredited medical assistant or pharmacy technician program (either diploma, degree or certified)
· Current Order-Entry Credentialing. If not currently credentialed for order entry, must complete credentialing within 90 days of hire.
· Must have spent more than 24 of the past 36 months working in a healthcare facility under the immediate supervision of a licensed healthcare provider
3) Intermediate understanding and use of medical terminology along with intermediate understanding of insurance types and the prior‐authorization and appeal processes.
4) Phone Skills: Ability to use phone system (answer calls, put on hold, transfer, screen), handle complex calls requiring clinical information gathering, triage with detailed, clear, and accurate information.
5) Verbal Skills: Ability to articulate detailed information regarding the services provided by Men's Health Boston. MHB Staff are expected to achieve an advanced level of understanding around the services provided at MHB.
6) Computer Skills: Intermediate computer skills necessary with the ability to use designated applications. Must be able to enter data quickly and accurately with a strong attention to detail. Must be able to view trainings, read manual, or chat with EMR professional to learn about our EMR system and apply gained knowledge to improving efficiency.
7) Organizational Skills: Ability to manage multiple tasks effectively, follow established protocols, and work within designed systems. Must maintain a clean and orderly work area.
8) Exceptional customer service and people skills with the ability to stay calm in any situation and recognize when someone (patients or clinicians) are require assistance. Must have a desire to proactively work to resolve any issues that may arise.
In-House Training
Item
Format
þ
e-Prescribing 1 - New Rx Setup - V10
Video
ð
e-Prescribing 2 - Refill Rx - V10
Video
ð
e-Prescribing 3 - EPCS - V10 (note: BIDCO’s instance of eCW does not currently support EPCS)
Video
ð
eCW Custom Rx NDC Tool Enhancements - Mar 2016
Video
ð
NDC Code Cloud Mapping Solution - Mar 2016
ð
A Prescription for e-Prescribers: Getting the Most Out of Electronic Prescribing - Mar 2015
Video
ð
eClinicalWorks MU - e-Prescription Eligibility and Formulary Checking - Sep 2014
ð
eCW Custom Rx NDC Tool Enhancements - Mar 2016
Video
ð
NDC Code Cloud Mapping Solution - Mar 2016
ð
V10 - NOC and NDC Codes - Jul 2015
Video
ð
V10 - NOC and NDC Codes - Jul 2015
Video
ð
RCM 19 - Linking NDC Codes
Video
ð
DEA Practitioner’s Manual: An Informational Outline of the Controlled Substances Act
ð
Physical Requirements
Hearing
Adequate to perform job duties in person and over the telephone. Able to use stethoscope and respond to verbal questions.
Speaking
Must be able to communicate clearly to patients in person and over the telephone.
Vision
Visual acuity adequate to perform job duties, including visual examination of patient and reading information from printed sources and computer screens.
Other
Requires frequent lifting and carrying items weighing up to 70 pounds unassisted, including assisting patients when required. Adequate physical ability including sufficient manual dexterity to perform the requisite health care service, including injections. Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting and sitting, with some heavy lifting, pushing and pulling exerted regularly throughout a regular work shift. Requires exposure to communicable diseases, bodily fluids, medicinal preparations and other conditions common to a clinic environment.