Pharmacy Administrative Assistant I

Job Title Pharmacy Administrative Assistant I

Position Code: C07N Non-Exempt

Department: Health Center Operations

Location: Health Centers

Union Exempt: No

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. 

A. Position Summary

Under direct supervision of the Health Center Manager and the administrative direction of the Pharmacist is responsible for enrolling patients in various patient assistance programs and maintains appropriate records. Maintains logs on and dispenses sample products. 

B. Essential Duties and Responsibilities

1. Determines patient eligibility for and enrolls patients in patient assistance programs and maintains a record of such eligibility within the MAP file. 
2. Maintains tickler file for all patients that ensures that continuity of care is provided.
3. Receives, logs and processes all MAP medications and maintains necessary logbooks, and file systems through which the MAP program is monitored and controlled.
4. Assures that patients are charged appropriate co-pay.
5. Logs all samples into logbook upon receipt in clinic and prepares samples for dispensing by the providers. 
6. Ensures that only medications that are on the formulary are accepted.
7. Maintains all requisite records in relation to the dispensing of samples.
8. Responsible for maintaining medication information sheets and ensuring that these accompany each prescription.
9. Ensures adequate supply of samples are on hand and assures quality through stock rotation and discarding of expired medications.
10. Places orders under the direction of the Pharmacist and maintains adequate supplies of medications within the clinic.
11. Maintains and tracks inventory control for all items within the drug room of the clinic.
12. Completes bi-monthly inventory of pharmacy stock and reports back to the Pharmacist.
13. Aids providers in their dispensing of in-house medication(s).
14. Maintains crash carts and keeps requisite records.
15. Responsible for educating the patient(s) on how to read prescription labels.
16. File patient charts when medication has been processed.
17. Ensure that all refills by phone, fax, or in person are complete and accurate and dispensed in a timely manner. 
18. Performs miscellaneous job-related duties as assigned

C. MINIMUM EDUCATION AND EXPERIENCE

1. High School graduate or GED certificate;
2. One year of work within a health care setting is preferred. 
3. Bi-lingual English/Spanish is preferred

D. LICENSES/CERTIFICATIONS REQUIRED

NM State Board of Pharmacy License within one year of employment. 

Pharmacy Technician Certification recognized by the NM Board of Pharmacy (NBOP) 

E. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

1. Ability to work as a team member within a clinical environment. 
2. Knowledge of Federal, State, and institutional regulations and guidelines for the provision of pharmaceutical services. 
3. Knowledge of pharmacy safety procedures, standards, and protocols. 
4. Knowledge of supplies, equipment, and/or services ordering and inventory control. 
5. Knowledge of procedures and standards for the labeling and dispensing of prescription drugs. 
6. Ability to understand and follow specific instructions and procedures. 
7. Ability to sort, check, count, and verify numbers. 
8. Clerical, word processing, and/or office skills. 
9. Skill in the use of personal computers and related software applications.
10. Interviewing skills. 
11. Knowledge of planning and scheduling techniques. 
12. Records maintenance skills. 

F. Age of Patients Served

1.  Juvenile, Adult and Geriatric

G. PHYSICAL CHARACTERISTICS/WORKING CONDITIONS

A person in this position has sufficient time to complete most tasks although under pressure depending on patient and organization demands. There are frequent opportunities to relax from any physical exertion or to change position in work activities.

1. Physical Effort and Dexterity: Good dexterity to operate personal computer, and basic medical and laboratory equipment. Moderate physical activity. Requires handling of average-weight objects up to 25 pounds or standing and/or walking for more than four (4) hours per day. 
2. Machines, Tools, Equipment required to be operated: Capable of using medical equipment, office machines and personal computers for word processing, data entry and retrieval.    
3. Visual Acuity, Hearing, and Speaking: Must be able to read computer monitor output and results of basic medical tests accurately. Must be able to communicate clearly and accurately for work and safety compliance.
4. Environment/Working Conditions: Work is mostly inside a clinic in a controlled environment. Normal clinic safety precautions and practices are required. Position may require travel throughout the Albuquerque metropolitan area. Work regularly scheduled Monday-Friday, although weekends may be required to meet deadlines.