Pharmacy Inventory Coord (MHO)

Beacon Health System; South Bend (IN); On-site; USD 42,000 - 56,000; Full time

Job summary

Beacon Health System in South Bend, IN, seeks a Pharmacy Inventory Coordinator reporting to the Manager of Pharmaceutical Purchasing. The role focuses on maintaining carousel inventory levels, procuring pharmaceuticals, and coordinating vendor deliveries to hospital and health-system entities.

You will review par levels, process orders, verify receipts, maintain records, and support annual physical inventory while ensuring regulatory compliance and budget adherence.

Qualifications

• High school diploma or equivalent and completion of a state-approved pharmacy technician program.
• Current Indiana Pharmacy Technician license; CPhT certification required.
• Minimum of two years as hospital pharmacy technician preferred; active licensure and certification maintained (PTCB/ICPT).
• Three years of experience in a computerized purchasing environment; prior inventory systems experience preferred.

Responsibilities

• Review quantities on hand and calculate orders to return inventory to par levels.
• Receive orders per policy, verify product, quantity and paperwork, unpack into inventory.
• Maintain purchase records and track specified items.
• Verify receipt of pharmaceuticals as ordered.
• Coordinate order and delivery days with vendors.
• Assist in establishing par levels and maintain bar codes in the carousel system.
• Rotate stock to avoid expiry; perform cycle counts.
• Process returns of items ordered or received in error.
• Assist with annual physical inventory.
• Coordinate carousel maintenance and servicing as needed.
• Interact with vendor representatives to investigate supply sources and obtain quotations.
• Place orders via telephone, fax, mail, or computerized systems; ensure contract compliance.
• Research alternate sources and drug shortages; communicate alternatives to hospital staff.
• Maintain GL codes and budget compliance.
• Maintain documentation for Patient Assistance Programs.

Skills

Pharmacy inventory systems

Purchasing procedures

Interpersonal communication

Keyboarding

Analytical skills

Vendor coordination

Education

High School Diploma

Pharmacy Technician Training Program

Indiana Certification as Pharmacy Technician (CPhT)

PTCB or ICPT Certification

Indiana State Licensure (Pharmacy Technician)

Tools

Sentry Ordering System

Sentry System

Carousel inventory system

Computerized purchasing system

Job description

Pharmacy Inventory Coord Reports to Manager, Pharmaceutical Purchasing. Under general supervision, and in accordance with established policies and procedures, procures pharmaceuticals and supplies from vendors, evaluates and maintains inventories at approved levels, and coordinates distribution of supplies through the carousel to Hospital and Health System entities. Maintains records and files as instructed.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Evaluates and maintains inventory by:

• Reviewing quantities on hand and comparing to established carousel par levels or using knowledge of usage patterns in the absence of par levels, and calculating order quantities necessary to return quantities on hand to established levels.
• Receiving orders according to established policy and procedures, ensuring appropriateness of product, quantity, and accompanying paperwork, unpacking and placing into inventory.
• Maintaining records of purchases, identifying and tracking specified items as requested.
• Verifying receipt of pharmaceuticals as ordered.
• Coordinating order and delivery days and times with vendors.
• Assisting Manager, Pharmaceutical Purchasing in establishing and re-evaluating par levels of inventory items in the carousel system.
• Maintaining bar codes by scanning received product daily.
• Returning or preparing for return item(s) ordered or received in error and assuring timely receipt of correct item(s).
• Assuring proper rotation of stock to avoid out-dated goods and cycle counting.
• Removing all out-dated goods and processing via reverse distributor.
• Removing all recalled drug product and processing as requested.
• Assisting with annual physical inventory.
• Coordinating carousel maintenance and servicing when necessary.

Procures pharmaceuticals and supplies by:

• Interacting with vendor representatives to investigate supply sources and new products, to coordinate order and delivery and verify product availability.
• Placing orders with vendors by telephone, fax, mail, computerized order device and/or direct computer link through the Sentry System maintaining contract compliance.
• Researching alternate sources of items as needed.
• Researching drug shortages, maintaining drug shortage list and coordinating communication to hospital staff, advising of alternatives.
• Obtaining price quotations from vendors for review by Manager.
• Assisting Manager in data collection for negotiation of vendor contracts.
• Maintaining GL codes and budget compliance
• Sending product change information to informatics manager to maintain system accuracy.
• Ordering supplies to run pharmacy technical equipment
• Maintaining temperature logs

Coordinates distribution of pharmaceutical supplies to Hospital and Health System entities by:

• Receiving and reviewing floor stock requisitions sent manually or generated automatically through the computer system.
• Gathering requested items in appropriate quantities, using established par levels and knowledge of usage patterns.
• Delivering or ensuring delivery of completed orders in accordance with established procedures.

Coordinates receipt and tracking of medications received through Patient Assistance Programs by:

• Maintaining necessary documentation for the various programs.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Answering telephone calls and responding appropriately when qualified or authorized to do so.
• Performing other job-related duties and projects as assigned.
• Helping run STATS as needed.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent and successful completion of a pharmacy technician training program approved by the State of Indiana. Current certification through the State of Indiana is required. Certified Pharmacy Technician (CPhT) is required. A minimum of two years of experience working as a hospital pharmacy technician is preferred. Active licensure through the State of Indiana and certification through the Pharmacy Technician Certification Board (PTCB) or Institute for the Certification of Pharmacy Technicians (ICPT) must be maintained throughout employment. A minimum of three years experience working in a computerized purchasing environment required. Prior experience with pharmacy inventory systems preferred.

Knowledge & Skills

• Demonstrates knowledge of pharmacy inventory systems and purchasing procedures.
• Demonstrates effective keyboarding skills, familiarity with computerized inventory systems and the ability to effectively utilize the Sentry Ordering System in conjunction with the carousel.
• Demonstrates mathematical and analytical skills necessary to compute re-order quantities verify accuracy of computerized information and maintain inventory control procedures.
• Demonstrates interpersonal skills necessary to communicate with hospital staff and vendor representatives concerning pharmaceutical inventory control.

Working Conditions

• Occasional exposure to potentially hazardous substances, including chemo therapeutic medications.

Physical Demands

• Requires the physical ability and stamina (to lift and carry up to 50 pounds), unload pallets and to remain standing or walking for prolonged periods of time) to perform the essential functions of the position.