Job summary
Junior High Cost Medicines and Homecare Administrative Assistant - Full Time - 37.5 hours, Fixed Term 1 Year
The Chelsea and Westminster Healthcare NHS Foundation Trust have over 3,000 patients who receive their medicines via our home delivery service. An exciting opportunity has arisen within our homecare team. We are looking to recruit an enthusiastic and ambitious person to assist in the supply chain of administration and invoicing duties within the homecare team.
The candidate must have excellent communication skills, customer service experience and have good IT skills and knowledge and be able to adapt quickly to new processes. Ideally ,the candidate will have an understanding of pharmacy systems, such as JAC and invoicing.
Main duties of the job
To provide support to the Highly Specialised Pharmacist for Clinical Commissioning and Homecare (HSPCCHC) and Team Lead High Cost Medicines and Homecare (TLHCMHC) and ensure that all homecare prescriptions and invoices are processed efficiently.To assist with administration duties as requested by the HSPCCHC and TLHCMHC. Duties could include supporting development/update of specific operating procedures (SOPs),To maintain the homecare database accurately and in a timely manner and to escalate any issues with the database to the TLHCMHC.The post holder will provide a high quality customer care first point of contact service with clinical and non-clinical teams across both sites in relation to prescriptions, invoices or any other issue relating to the home delivery of medicines. The types of person the post holder will be communicating with are:
- Clinicians (Doctors, Nurses, Pharmacists)
- Finance staff
- Homecare provider staff
- Patients and relativesTo provide support with patient experience activities. Duties could include supporting audits relating to patient satisfaction.Contribute to the review & evaluation of administrative systems and procedures and associated policies in order that improvements and developments can be made.
- Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equity and inclusion through best practice working.
About us
About the Trust
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that arePROUD to Carefor nearly one million people.Both hospitals provide full clinical services, including full maternity, emergency and children's,in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We're one of the best performing Trusts in the country. We're also one of the top trusts to work for -our staff says they're engaged, motivated, and would recommend us as a place to work and receive treatment. Our Trust has been rated by the Care Quality Commission as 'Good' in all five of the main domains of safe, effective, caring, responsive and well-led, giving an us overall rating of 'Good'. We've also been awarded an'Outstanding' rating for 'use of resources' by an NHS Improvement inspection.
Our facilities are some of the best in the country. We have been investing significant Capital year on year in our estate. We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
Job description
Job responsibilities
Roles and responsibilitiesHomecare Administration
- To follow all homecare policies and procedures to enable the day-to-day running of the homecare office. To feedback and update in line with changes to systems as directed by the TLHCMHC.
- Open and organise post and action appropriately as agreed with the TLHCMHC.
- Regular checking of generic homecare email and escalating problems/queries appropriately.
- Accurately enter details of Homecare enquiries onto a database in order for it to be used as a resource for answering queries in the future
- Receive invoices for Homecare via Pharmacy JAC system, process for payment by finance and maintain records of invoices processed. Monitor expenditure against anticipated recruitment schedules.
- Manage their own workload and work independently on tasks given by the TLHCMHC. There may be periods during the day where they may be the only person in the office (for example lunchtime) and therefore the post holder must be able to respond independently, refer appropriately and prioritise.
- Answering homecare telephone in a professional manor and eliciting all necessary information to address any query.
- Assisting clinicians with supplying the correct registration documents to enable patients to start homecare services.
- Maintain up to date registration forms and prescription templates for Homecare services and send these to relevant clinicians
- Check that registrations and prescriptions received in to the homecare office contain all mandatory information and escalate problems to the relevant teams.
- Prioritise prescriptions sent to the homecare team during the day and escalate urgent prescriptions to the homecare providers communicating via email and telephone.
- Process all Homecare prescriptions through the JAC system on a daily basis.
- Upload prescriptions on to the Homecare administration system
- Be able to resolve prescription queries and follow through communications with the appropriate clinical teams by liaising with:o Clinical pharmacisto Specialist nurseo Prescriberso Relevant homecare provider staff
- Collate prescriptions in to provider specific delivery envelopes, complete prescription log.
- Ensure envelopes containing prescriptions are collected via courier or posted via recorded delivery to homecare provider
- Liaising with homecare providers and patients to ensure deliveries are made within the appropriate timeframe.
- Print/Save invoices from EFIN, sort by provider and prioritise invoices in chronological date order. Ensuring oldest invoices are not greater than 30 days old.
- Check and process invoices for payment by the Trust Finance team and maintain records.
- Be able to resolve invoicing queries and follow through communications to the finance department to ensure that payments are not delayed.o Communication with the finance team relating to simple queries will be via email and more complex queries via telephone
- Refer to senior colleagues complex issues with external suppliers.o Referral to senior colleague will be made via telephone, face to face or via email.
- Inform TLHCMHC of major price deviations found against products in order for an investigation to commence in a timely fashion
- Support the auditing of the service by accurate data collection.Other Duties
- Provide administrative support for data collection for audits / projects as directed by the HSPCCHC.
- Represent Homecare team at department meetings and feedback information as necessary
- Assist in processing invoices within the main pharmacy invoicing office as required.
- Carry out any other duties requested by the Chief Pharmacist.
Job description
Job responsibilities
Roles and responsibilitiesHomecare Administration
- To follow all homecare policies and procedures to enable the day-to-day running of the homecare office. To feedback and update in line with changes to systems as directed by the TLHCMHC.
- Open and organise post and action appropriately as agreed with the TLHCMHC.
- Regular checking of generic homecare email and escalating problems/queries appropriately.
- Accurately enter details of Homecare enquiries onto a database in order for it to be used as a resource for answering queries in the future
- Receive invoices for Homecare via Pharmacy JAC system, process for payment by finance and maintain records of invoices processed. Monitor expenditure against anticipated recruitment schedules.
- Manage their own workload and work independently on tasks given by the TLHCMHC. There may be periods during the day where they may be the only person in the office (for example lunchtime) and therefore the post holder must be able to respond independently, refer appropriately and prioritise.
- Answering homecare telephone in a professional manor and eliciting all necessary information to address any query.
- Assisting clinicians with supplying the correct registration documents to enable patients to start homecare services.
- Maintain up to date registration forms and prescription templates for Homecare services and send these to relevant clinicians
- Check that registrations and prescriptions received in to the homecare office contain all mandatory information and escalate problems to the relevant teams.
- Prioritise prescriptions sent to the homecare team during the day and escalate urgent prescriptions to the homecare providers communicating via email and telephone.
- Process all Homecare prescriptions through the JAC system on a daily basis.
- Upload prescriptions on to the Homecare administration system
- Be able to resolve prescription queries and follow through communications with the appropriate clinical teams by liaising with:o Clinical pharmacisto Specialist nurseo Prescriberso Relevant homecare provider staff
- Collate prescriptions in to provider specific delivery envelopes, complete prescription log.
- Ensure envelopes containing prescriptions are collected via courier or posted via recorded delivery to homecare provider
- Liaising with homecare providers and patients to ensure deliveries are made within the appropriate timeframe.
- Print/Save invoices from EFIN, sort by provider and prioritise invoices in chronological date order. Ensuring oldest invoices are not greater than 30 days old.
- Check and process invoices for payment by the Trust Finance team and maintain records.
- Be able to resolve invoicing queries and follow through communications to the finance department to ensure that payments are not delayed.o Communication with the finance team relating to simple queries will be via email and more complex queries via telephone
- Refer to senior colleagues complex issues with external suppliers.o Referral to senior colleague will be made via telephone, face to face or via email.
- Inform TLHCMHC of major price deviations found against products in order for an investigation to commence in a timely fashion
- Support the auditing of the service by accurate data collection.Other Duties
- Provide administrative support for data collection for audits / projects as directed by the HSPCCHC.
- Represent Homecare team at department meetings and feedback information as necessary
- Assist in processing invoices within the main pharmacy invoicing office as required.
- Carry out any other duties requested by the Chief Pharmacist.
Person Specification
Personal Specification
Essential
- Trust Values
- Education and Qualifications
- Experience
- Skills and knowledge
- Personal qualities
Desirable
- Experience
- Skills and knowledge
Person Specification
Personal Specification
Essential
- Trust Values
- Education and Qualifications
- Experience
- Skills and knowledge
- Personal qualities
Desirable
- Experience
- Skills and knowledge
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).