Coordinator, Pharmacy Automation & Controlled Substance Management - Pharmacy Tech
23 hours ago
Chicago
Job Description Essential Duties and Responsibilities: Controlled Substance Management and Diversion Prevention • Maintains compliance with Humboldt Park Health controlled substance policies, procedures, and applicable federal, state, and regulatory requirements., • Serves as a resource for controlled substance management processes throughout the hospital, including pharmacy, nursing units, automated dispensing cabinets, and emergency department medication storage areas., • Performs daily controlled substance audits throughout the hospital to ensure medication security, accountability, reconciliation, and documentation requirements are maintained., • Reviews nursing unit controlled substance count processes and monitors daily narcotic counts performed by nursing personnel to ensure compliance and timely resolution of discrepancies., • Performs monthly Schedule II (C-II) controlled substance safe inventory counts in collaboration with pharmacists and pharmacy leadership., • Maintains accurate records related to controlled substance receipt, dispensing, returns, waste, reconciliation, inventory, and disposal., • Reviews controlled substance discrepancies and ensures timely investigation, documentation, resolution, and escalation when appropriate., • Monitors controlled substance activity reports to identify unusual patterns, compliance concerns, or potential diversion risks., • Reviews Pyxis controlled substance activity, including medication removals, returns, waste documentation, overrides, transactions, user activity, and discrepancies., • Reviews and clears Pyxis Visit Reconciliation reports to ensure outstanding discrepancies are appropriately addressed., • Supports controlled substance accountability processes involving Emergency Department resources, including Chicago Fire Department (CFD) paramedic narcotic reconciliation and monitoring activities., • Escalates significant controlled substance concerns, unresolved discrepancies, or suspected diversion concerns to pharmacy leadership immediately., • Assists with controlled substance investigations, audits, corrective action plans, and regulatory readiness activities. Pharmacy Automation and Technology Management • Serves as the pharmacy department resource for automated dispensing systems, including BD Pyxis and related medication management technologies., • Maintains, monitors, and supports automated dispensing cabinets throughout the hospital to promote safe, accurate, and efficient medication distribution., • Reviews Pyxis reports and system activity to identify discrepancies, stock issues, user access concerns, workflow inefficiencies, and opportunities for improvement., • Monitors automated dispensing cabinets for medication discrepancies, inventory concerns, and compliance issues., • Troubleshoots Pyxis-related issues and coordinates resolution with pharmacy personnel, nursing staff, Information Technology, and vendor support., • Performs approved troubleshooting activities, including replacement of Pyxis cubies and other basic equipment interventions., • Communicates recurring automation issues and recommends improvements to pharmacy leadership., • Reviews and adjusts Pyxis inventory levels, par levels, and medication availability based on utilization, patient care needs, and operational requirements., • Assists with implementation, testing, maintenance, and optimization of pharmacy automation systems., • Maintains appropriate Pyxis user access by verifying employee credentials, roles, licensure, and departmental requirements., • Maintains user access records and removes access when employees leave the organization or no longer require access., • Reviews and updates medication safety information displayed within Pyxis systems, including the High-Alert Medication List posted on automated dispensing machines. Quality Improvement and Medication Safety • Collects, analyzes, and reports performance improvement data related to controlled substances, Pyxis utilization, discrepancies, medication security, and automation performance., • Participates in pharmacy quality improvement initiatives related to medication safety, diversion prevention, and technology optimization., • Identifies trends related to controlled substance discrepancies, overrides, stockouts, workflow issues, and medication distribution concerns., • Develops recommendations to improve medication-use processes, reduce risk, and enhance operational efficiency., • Provides reports and data summaries to pharmacy leadership, Pharmacy & Therapeutics Committee, Quality Improvement Committee, and other groups as requested., • Supports regulatory compliance activities, including internal audits, accreditation surveys, and inspections related to medication management, controlled substances, and automation systems. Education and Staff Support • Provides training and education to pharmacists, pharmacy technicians, and other hospital personnel regarding Pyxis functionality, controlled substance processes, medication security, and workflow expectations., • Assists with development of educational materials, job aids, and competency resources., • Supports onboarding and training of new pharmacy personnel related to automation systems and controlled substance processes., • Communicates workflow changes, system updates, and medication safety initiatives to appropriate staff. Pharmacy Operations Support • Assists pharmacy technicians and pharmacists with medication distribution activities as needed to support departmental workflow., • Provides operational support during staffing shortages, increased workload, emergency situations, and other departmental needs., • Supports medication inventory management activities, including expiration monitoring, recalls, storage compliance, and medication security., • Participates in pharmacy department meetings, committees, and improvement initiatives as assigned., • Performs other related duties and special projects as assigned by pharmacy leadership. Other Responsibilities: • Works cooperatively with pharmacy staff and hospital departments to ensure timely completion of departmental responsibilities., • Fosters an environment where teamwork, accountability, professionalism, and communication are valued and expected., • Ensures identified issues are addressed promptly or escalated appropriately., • Adheres to downtime procedures., • Adheres to established departmental policies, procedures, and objectives., • Performs both essential and non-essential job functions in a safe manner as identified by Humboldt Park Health., • Demonstrates an understanding of and models the mission and core values of Humboldt Park Health., • Enhances professional growth and development by participating in educational programs, job-related literature, in-service meetings, and workshops/seminars., • Checks hospital email daily., • Performs other related duties as assigned and assists with pharmacy workflow needs as directed.