Pharmacy Office Manager

Pittsburgh, PA 15207

Posted: 11/27/2018 Industry: Medical Job Number: 115745

Pharmacy Office Manager
Contract/ Temp to Hire Position
Pittsburgh, PA 15207

Oversee the financial operation of the Pharmacy in accordance with current Federal, State and Local Standards, guidelines and regulations that govern the facility.

Bachelor s Degree in business administration majoring in Accounting or Experience working in a SNF business office or as a pharmacy biller/office.
Two years of accounting and billing experience in a hospital, long term care or other health related facility.
Direct related experience by be substituted for the required education on a year for year basis


Pharmacy Office Manager Duties


  • Maintain Weekly Logs, pass days OT, Comp Earned/Used Personal & Vacation
  • Update all schedules annually
  • Schedule Personal and Vacation days
  • Email logs to payroll weekly Originals via interoffice mail


  • Assist Pharmacy Manager and Pharmacist as needed
  • Maintain all Licensure and updated Liability Insurance
  • Complete, maintain all administrative tasks pertaining to Pharmacy Tech
  • Schedule all staff for mandatory in-services
  • Maintain employee files
  • Maintain Pharmacy File on K Drive
  • Submit mileage/travel forms to AP
  • Assist with Annual Survey submit Weekly Time Schedule of all employees including contracted employees per facilities request
  • Maintain daily mail and phones
  • Maintain completed listings of all facilities physicians
  • Maintain copier/order supplies as needed, schedule maintenance
  • Ability to retrieve policies on K Drive as requested by pharmacist
  • Assist Nursing Consultants as needed

  • Maintain all audit files
  • Submit to pharmacist in charge upon receipt
  • Return all requested documentation via Fed Ex
  • Submit invoices related to special mailings to AP


  • Maintain all PBM Contracts
  • Complete questionnaire, attestations, credentialing and re-credentialing as required
  • Forward to CFO for rate approval; Compliance Officer for compliance, and Exe Director for signature, return completed contract to Contracting Network designated
  • Update spreadsheet on K Drive as rates change and/or new contracts are initiated
  • Update NCPDP on line as needed


  • Maintain all pharmacy payments including Direct Deposits
  • Retrieve remits on line from various insurances
  • Prepare ROC s and balance, submit all originals to AR Rep and send copies to RX Partners

Oversee Billing

  • Email Census and Face Sheets for all new admissions daily
  • Review all new admissions to determine if Part D is secured or required, determine if resident (s) are dual eligible
  • Request Medication Profiles as needed, maintain file for outstanding request, forward to Business Office to enroll residents in Plan. Update Med profile spreadsheet
  • Update Residents Spreadsheet of Part D Enrollment as information is received
  • Assist billers as questions develops regarding coverage, financial classes, MA openings, file errors, social security numbers, date of birth, etc.
  • Reconcile all billing disputes from family members, draft responses
  • Maintain Hospice Listings from all facilities and forward to billers
  • Submit Resident Status and CTB Reports bi-weekly (Mid-month and End of the Month)


  • Maintain all Emergency Drug, TPN, and Management Fee Invoices for all facilities and the Jail
  • Retrieve residents numbers from SOS
  • Generate Ancillary batch for each facility, enter data and prepare balanced reports
  • Submit invoices to AP via email
  • Approve all invoices in OnBase and forward to CFO
  • Verify if pharmacy charges are to remain on facility bill as requested by Reimbursement Manager

Knowledge, Skills and Abilities.

Knowledge of office, accounting, bookkeeping and medical practices and procedures
Knowledge of Medicare, Medicaid, and HIPPA regulations
Skill in analyzing, interpreting and distilling data and information from multiple sources into reports of findings and recommendations
Ability to read and interpret financial records and reports
Ability to plan, organize, develop, implement and interpret the programs goals, objectives, and policies and procedures of the facility
Ability to use a personal computer and spreadsheet software (Excel or Access)
Ability to read and understands written and oral instructions
Ability to relate to and work with Ill, Disabled, elderly, or emotionally upset people within a long-term care facility.


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