Detailed job description and main responsibilities

In addition to the below summary  you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert.

KEY JOB RESPONSIBILITIES

To be part of the Pharmacy Medicines Finance team in providing financial,
performance and business management services to the Department.

Develop and maintain appropriate systems and processes for recording and monitoring homecare expenditure across all campuses, working with other Homecare Officers, Finance and Directorate staff and the Chief Technician Medicines Homecare. Further develop these and existing homecare systems and processes to improve efficiency where possible and facilitate suitable reporting.

Co-ordinate processing of all drug homecare treatments across NUH, maintaining a database of patient details, hospital numbers, drugs and treatments.

Reconcile patient details on the homecare database to hospital numbers on invoices, and notify the homecare company if information is incorrect to enable them to correct their records.

Accurately record the relevant invoice details on delivery notes, and prescriptions where supplied, checking information and signature, and check that goods charged for have been delivered, prior to separating the documents for processing and faxing to homecare companies.

Check consolidated invoices against the monthly spreadsheet provided by the  pharmacist. Keep a record of prescription numbers against patient details, update database with patient names and hospital numbers, adding new patients when necessary.

Investigate discrepancies with relevant pharmacists, technicians and homecare companies to resolve complex queries and obtain credits where charges are incorrect.

Raise timely orders on the Pharmacy computer system when invoices have been checked.

Process invoices on the Pharmacy computer system, checking prices and contract details, ensuring compliance with the Trust’s Better Payments policy. Where discrepancies are found, refer these to the Chief Technician Medicines Homecare and then liaise with relevant homecare companies to resolve.

Check invoices against the invoice summary sheet on the Pharmacy computer system and copy prescriptions to ensure correct details have been entered.

Ensure orders are raised, goods booked in, invoices are processed and drugs booked out to appropriate cost centres on a daily/weekly basis within the same calendar month to ensure accurate matching of finance reports and accurate stock levels.

Book out homecare drugs on the Pharmacy computer system to monthly cost centres or to patient codes, on a daily/weekly basis and to meet month end deadlines.

Check account statements from homecare companies and reconcile invoices from the Pharmacy computer system to the statements. Check invoices on the Finance system and liaise with NUH Finance Department when necessary to ensure invoices are paid promptly.

Check and reconcile monthly invoice listing reports received from homecare companies. Update hospital numbers if incorrect and send appropriate reports to the NUH Finance Department to enable timely reimbursement from Commissioner’s. Record all data on the Pharmacy Department’s medicines expenditure and monitoring shared area to enable senior Pharmacy staff to view value of transactions and Commissioner’s reclaim amounts.

Liaise with clinical staff who initiates homecare treatment, and Pharmacy Purchasing, NUH Procurement and NUH Finance staff to ensure full records are maintained.

Collate and input key performance data relevant to homecare, including the quantity of invoices and spend per drug, and number of patients. Produce monthly and year end reports to present this information.

Provide accurate and timely information to auditors, as required.

 Follow procedure notes for the processing of financial paperwork and make suggestions for process improvements in own work area.

Assist and provide guidance to the Pharmacy Homecare Finance Assistants as required in the understanding and undertaking of their relevant duties relating to homecare processing.

Organise and plan workload to ensure the integrity and timeliness of financial data, and to ensure both financial and operational deadlines are met, liaising with the Chief Technician Medicines Homecare, Homecare Technicians, Specialist Pharmacists and other Homecare Officers and Assistants.

Ensure confidentiality is maintained at all times, for example concerning issues of business sensitivity and patient confidentiality, and ensure that all documentation is stored and disposed of in accordance with Trust procedures.

Provide absence cover for Homecare Finance Assistants, other Homecare Business Support Officers and on occasion purchasing staff, as dictated by need and determined by the Assistant Head of Pharmacy Procurement, Therapeutics, Clinical Trials & Medicines Information Services.

Contact suppliers regarding invoice price queries and negotiate credits where necessary.

Pass a designated section of invoices for payment via the Pharmacy computer system, checking for accuracy of supply, price, VAT and settlement discounts. Check any discrepancies from the expected price by checking the central division drug contract, the local agreement file, price lists and other sources. Refer queries to the Chief Technician Medicines Homecare or Chief Technician Procurement and Formulary support.

Check monthly statements and chase any outstanding invoices.

Ensure segregation of the ordering, receiving, invoicing and payment of specific orders whilst performing these duties.

Participate in Homecare Team meetings to identify and resolve problems and suggest potential improvements to business systems and processes, leading on improvements where required.

Undertake relevant administrative duties as necessary.

Undertake any other duties that may reasonably be required.