Pharmacy Procurement Specialist

Job Description

P OSITION SUMMARY

Reporting to the Pharmacy Operations Manager, the Pharmacy Procurement Specialist is a leadership position within the Pharmacy team responsible for the timely procurement of medications and supplies for the Pharmacy. The Specialist manages pharmaceutical inventory to budget, manages pharmaceutical purchasing automation systems, manages the drug shortages program and ensures compliant purchasing, in assistance with the team, including understanding of GPO, and WAC purchasing.

P r incipal Duties :

1. Responsible for the procurement of pharmaceuticals and other pharmacy supplies that are needed to meet departmental and medical center wide demands.

2. Evaluates the hospital’s need for medications and follow the necessary processes for obtaining adequate supply. Evaluates drug for possible substitution with less expensive generics. Monitors usage of pharmaceuticals and pharmaceutical supplies to ensure adequate stock levels.

3. Places orders with wholesalers and other approved selected vendors to purchase pharmaceuticals and supplies.

4. Provides usage figures and pricing, upon request, to the Director of Pharmacy, finance and accounts payable departments, or their designees.

5. Arranges with vendors to resolve incorrect shipments, defective shipments or over-shipments and coordinates ensuring appropriate account credits are received.

6. Manages the drug shortage process, provides input into weekly Smartsheet publications and ensures appropriate communication to pharmacy staff and external customers regarding drug shortages.

7. Investigates status of backorders and, if necessary, locates direct, 503b vendor and/or secondary suppliers.

8. Manages the semi-annual physical inventory of the pharmacy department.

9. Monitors pharmacy purchasing compliance and is expected to meet key performance indicators for on- contract purchasing to minimize organizational pharmaceutical cost.

10. Manages pharmaceutical inventory to budget and is responsible for communicating variance to the Director of Pharmacy and finance representatives.

11. Manages pharmacy purchasing automation systems including pharmacy wholesaler/dispensing technology interfacing.

12. Manages pharmaceutical borrow/loan processes as needed compliantly with 340b regulations.

13. In collaboration with Pharmacy leadership team, manages vendor relations.

14. Responsible for compliant program purchasing in assistance with team including understanding of GPO, and WAC purchasing.

15. Works collaboratively with Pharmacy Operations Manager and Director of Pharmacy to provide reports to finance and accounts payable.

16. Manages 503b vendor outsourced purchasing and evaluates 503b vendors as needed.

17. Oversees pharmaceutical reverse distribution and return process and ensures appropriate credits are received from wholesalers and vendors.

18. Maintains compliance with Drug Supply Chain Security Act.

19. Coordinates monthly inter-departmental billing processes to appropriately transfer costs to necessary costs centers.

20. Places requisitions and generates purchase orders through Infor for pharmacy department purchases.

21. Responsible for management of pharmaceutical recalls, determines levels of recalled medications in stock and maintains records in accordance with department and regulatory requirements.

22. Reconciles vendor invoices with merchandise received, insures correct pricing with the wholesaler and reports any pricing discrepancies to vendor and Pharmacy Manager.

23. Performs Pharmacy Technician duties as assigned.

24. Performs other related duties as assigned to facilitate operation of the Pharmacy Department.

25. Demonstrates leadership abilities consistent with the goals and values of the organization:

a. Communication skills: Utilizes appropriate customer relation skills; discourages gossip and seeks clarification to effectively communicate accurate information; keeps senior management abreast of pertinent information.

b. Professionalism: Demonstrates responsibility for self-learning; maintains confidentiality of patient, employee and hospital information; maintains professional attitude and appearance; assumes responsibility and is accountable for own actions. Supports hospital decisions.

c. Patient centered and customer focused: Maintains effective relationships with the medical and nursing staffs; functions as a collaborative team member, demonstrates commitment to group goals and teamwork; manages change effectively, including being flexible and adaptive; utilizes critical thinking to identify problems proactively, and independently generates solutions/resolutions as necessary; consistently demonstrates integrity, resilience and perseverance in this leadership capacity.

Customer Service :

1. Greets others in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.

2. Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the other’s name as soon as it is learned.

3. Responds promptly and appropriately to questions/concerns/complaints and attempts immediate resolution.

4. Keeps information confidential, including public places such as elevators or the cafeteria.

5. Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself.

6. Demonstrates commitment to excellent service recovery when expectations have not been met.

Commitment to Co-Workers:

1. Offers assistance to colleagues and other departments when needed.

2. Takes responsibility for solving problems regardless of origin, completes assignments, and respects deadlines.

3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4. Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.

5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department.

Communication Etiquette:

1. Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.

2. Returns email and voicemail messages promptly but no later than within one business day (24 hours).

3. Always mindful of voice and language in public.

S e lf-Management:

1. Reports to work appropriately groomed and in compliance with the Hospital’s dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

2. Completes all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

3. Completes mandatory, annual education and competency requirements.

4. Follows UM Capital Region Health safety, infection control and employee health standards.

5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.

6. Adhere to all UM Capital Region Health and department policies and procedures, including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences. Provides notification of absences, lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.

7. Reviews, signs, and adhere to UM Capital and/or departmental confidentiality statement.

Qualifications

P OSITION REQUIREMENTS :

Licensure/Certification/Registration

Required: Current Pharmacy Technician Registration in good standing. Certified Pharmacy Technician

Education/Knowledge (see attached explanation sheet)

Attained Level: Formal

Preferred: Professional

Completed Course Work/Program: Associates Degree.

Bachelor’s Degree is preferred.

Significant experience may be considered in lieu of educational requirements.

Applicable Experience

Experience (years): Required: At least 2 years as buyer or procurement specialist in a health system environment. Experience in procurement and regulations is preferred.

Technical/Clinical Skills

Microsoft Office Suite Skill Level

Word: Intermediate Excel: Intermediate

PowerPoint: Intermediate

Basic knowledge and working experience with Medical Terminology

Standard Office Equipment (list): Computer, facsimile, Answering Machine

Medical Equipment (list): Epic, Swisslog, Parata, McKesson, Pyxis

Communication Skills & Abilities

Select highest applicable level: Effective Oral/Written Skills and Provide Empathy

Bilingual: Preferred Language: English

Problem Solving/Analytical Skills & Abilities

Technical: Problems resolved through well-developed processes and procedures and requires basic scientific, mathematical or technical level training.

Additional Information

All your information will be kept confidential according to EEO guidelines.