Pharmacy Intake Manager

Topaz HR; Northern, New York (KY, NY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Topaz HR seeks an experienced Pharmacy Intake Manager in Bardonia, NY to lead the intake department, ensure accurate admissions, and coordinate with billing, nursing homes, and facilities. This onsite, full-time role requires strong organizational and leadership skills, and a background in pharmacy intake and long-term care.

You will oversee daily workflows, supervise staff, improve processes to reduce errors and delays, and maintain complete intake records while communicating effectively with

Qualifications

• Previous pharmacy intake, pharmacy operations, healthcare administration, or related experience.
• Prior leadership, supervisory, or management experience preferred
• High-volume pharmacy experience required
• Long-term care pharmacy experience strongly preferred
• Experience working with nursing homes, skilled nursing facilities, rehabilitation centers, or similar healthcare facilities preferred
• Closed-door pharmacy experience preferred
• Strong understanding of insurance verification, Medicaid, Medicare Part D, managed care, hospice, and private pay processes preferred
• Experience managing admissions, readmissions, and payer changes within a pharmacy setting preferred
• Demonstrated ability to manage large workflows, prioritize competing demands, and lead operational teams
• Strong communication, organizational, and problem-solving skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and follow-up skills
• Professional and dependable work style
• Proficiency with Microsoft Office, pharmacy software, and electronic record systems
• High School Diploma or GED required; college degree preferred
• Pharmacy Technician License preferred

Responsibilities

• Oversee the daily workflow and operations of the intake department
• Manage and support intake staff to ensure tasks are completed accurately and on time
• Review and process new admissions, readmissions, payer changes, discharges, and patient updates
• Ensure patient demographics, facility information, insurance coverage, Medicaid, Medicare Part D, managed care, hospice, private pay, and billing-related information are properly reviewed and entered
• Coordinate communication between intake, billing, collections, pharmacy operations, and management teams
• Follow up with facilities and internal departments regarding missing, incorrect, or incomplete information
• Monitor intake queues, open items, workflow backlogs, and operational concerns
• Assist with training, guidance, and support for intake team members
• Help improve intake workflows to reduce errors, rejected claims, billing delays, and operational issues
• Escalate urgent or unresolved intake and billing issues to senior management when necessary
• Maintain organized documentation and accurate intake records
• Ensure professionalism, efficiency, and strong communication across all intake operations
• Oversee high-volume intake workflows while maintaining accuracy, turnaround times, and service standards
• Work closely with nursing homes, long-term care facilities, and healthcare partners to support admissions, readmissions, and ongoing patient care transitions
• Provide leadership and supervision to intake staff, ensuring productivity, accountability, and workflow efficiency

Skills

Pharmacy Intake

Leadership

Staff Management

Insurance Verification

Medicare Part D

Long-Term Care

Communication

Nursing Homes Coordination

Education

High School Diploma

College Degree Preferred

Pharmacy Technician License Preferred

Tools

Pharmacy Software

Electronic Records

Microsoft Office

Job description

Company Overview

Our client is a growing pharmacy organization focused on operational excellence, compliance, patient support services, and strong coordination across pharmacy operations. The company works closely with healthcare facilities, insurance providers, patients, and internal departments to ensure accurate, efficient, and timely pharmacy services.

Position Overview

Our client is seeking an experienced Pharmacy Intake Manager to oversee the daily operations of the intake department and ensure all intake workflows are completed accurately and efficiently. This leadership role is responsible for managing intake staff, monitoring workflow productivity, coordinating with multiple internal departments, and ensuring patients, facilities, and billing information are properly entered and maintained.

The ideal candidate will have prior pharmacy intake experience and long-term care pharmacy experience, strong organizational and leadership skills, and the ability to thrive in a fast‑paced environment while communicating effectively with internal teams, facilities, and upper management.Candidates must have both pharmacy intake experience and long-term care pharmacy experience. Candidates without both qualifications will not be considered.

Location: Bardonia, NY
Employment Type: Full-Time, Onsite
Salary: $65,000 – $90,000 Annually

Key Responsibilities

• Oversee the daily workflow and operations of the intake department


• Manage and support intake staff to ensure tasks are completed accurately and on time


• Review and process new admissions, readmissions, payer changes, discharges, and patient updates


• Ensure patient demographics, facility information, insurance coverage, Medicaid, Medicare Part D, managed care, hospice, private pay, and billing‑related information are properly reviewed and entered


• Coordinate communication between intake, billing, collections, pharmacy operations, and management teams


• Follow up with facilities and internal departments regarding missing, incorrect, or incomplete information


• Monitor intake queues, open items, workflow backlogs, and operational concerns


• Assist with training, guidance, and support for intake team members


• Help improve intake workflows to reduce errors, rejected claims, billing delays, and operational issues


• Escalate urgent or unresolved intake and billing issues to senior management when necessary


• Maintain organized documentation and accurate intake records


• Ensure professionalism, efficiency, and strong communication across all intake operations


• Oversee high‑volume intake workflows while maintaining accuracy, turnaround times, and service standards


• Work closely with nursing homes, long‑term care facilities, and healthcare partners to support admissions, readmissions, and ongoing patient care transitions


• Provide leadership and supervision to intake staff, ensuring productivity, accountability, and workflow efficiency

Qualifications

• Previous pharmacy intake, pharmacy operations, healthcare administration, or related experience required


• Prior leadership, supervisory, or management experience preferred


• High‑volume pharmacy experience required


• Long‑term care pharmacy experience strongly preferred


• Experience working with nursing homes, skilled nursing facilities, rehabilitation centers, or similar healthcare facilities preferred


• Closed‑door pharmacy experience preferred


• Strong understanding of insurance verification, Medicaid, Medicare Part D, managed care, hospice, and private pay processes preferred


• Experience managing admissions, readmissions, and payer changes within a pharmacy setting preferred


• Demonstrated ability to manage large workflows, prioritize competing demands, and lead operational teams


• Strong communication, organizational, and problem‑solving skills


• Ability to manage multiple priorities in a fast‑paced environment


• Strong attention to detail and follow‑up skills


• Professional and dependable work style


• Proficiency with Microsoft Office, pharmacy software, and electronic record systems


• High School Diploma or GED required; college degree preferred


• Pharmacy Technician License preferred

Physical Demands

• Ability to sit and work at a computer for extended periods


• Frequent use of hands for typing, writing, and handling documents


• Ability to focus on detailed work and manage multiple priorities in a fast‑paced environment

Compensation

The published salary range is used as a guide to provide prospective candidates with a level of compensation that is competitive with today’s market. The salary range for this position is a good faith estimate that allows for flexibility to align with various levels of experience, education, and performance.

EEO Statement

Topaz HR is an Equal Opportunity Employer, and we do not discriminateon the basis ofrace, color, religion, gender, national origin, age, disability, or any other status protected by applicable law. We value and are committed to creating an inclusive environment for all employees.

Please Note: Topaz HR is conducting this search on behalf of one of our clients. The employer’s name will bedisclosedduring the interview process, and all hiring decisions will be made directly by the client.