Job Title: Pharmacy Manager
Department: Administration
Immediate Supervisor Title: Managing Partner
Job Supervisory Responsibilities: Pharmacy Technician and Pharmacy Assistant
General Summary: The Dispensary Manager is responsible for overseeing daily operations, managing staff, managing inventory, ensuring compliance with all applicable regulations, and delivering an exceptional customer experience at our in-office dispensary. This individual will play a crucial role in maintaining the efficiency and profitability of the dispensary while fostering a safe, professional, and positive work environment.
Job Responsibilities:
Operational Leadership:
- Oversee the daily operations of the dispensary, including opening and closing procedures.
- Ensure efficient inventory management, including ordering, receiving, storage, and accurate inventory tracking.
- Maintain a well-organized, clean, and compliant dispensary environment.
- Develop and implement standard operating procedures (SOPs) to optimize efficiency, maintain high standards for cleanliness, orderliness, and security.
- Work collaboratively with healthcare providers and dispensary staff to improve workflow and patient satisfaction.
- Participate in team meetings to discuss operational improvements, customer service initiatives, and compliance updates.
- Train and supervise any junior administrative staff or interns, if applicable.
Staff Management and Development:
- Recruit, hire, and train staff, and oversee their performance evaluations.
- Foster a positive and collaborative work environment.
- Provide leadership and professional development opportunities for team.
- Provide regular training sessions on product knowledge, customer service, and compliance.
- Create work schedules and manage employee hours to ensure adequate staffing levels.
Customer Service and Engagement:
- Deliver an exceptional customer experience by ensuring high-quality service and addressing customer concerns or complaints in a professional manner.
- Act as a knowledgeable resource for customers, providing product information, education, and recommendations based on customer needs.
- Promote a positive brand image by representing the dispensary professionally within the community and with customers.
- Address and resolve customer complaints or concerns professionally and promptly.
Compliance and Regulatory Adherence:
- Ensure patients are routed to correct providers in a timely fashion
- Coordinate with front desk and providers to create efficiency in patient flow
- Ensure all dispensary operations are compliant with local, state, and federal regulations.
- Maintain accurate records, including customer data, sales records, and inventory counts as required by law.
- Train staff on regulatory requirements, ensuring strict adherence to health, safety, and security protocols.
- Conduct regular audits and inspections to identify potential compliance risks and address them promptly.
- Coordinate with regulatory bodies for scheduled inspections and address any issues or improvements as needed.
- Ensure that all staff are trained in relevant health and safety procedures, including handling of controlled substances.
- Ensure dispensing physicians and facility licensing renewals are completed.
- Complete all aspects of PBM re-credentialing.
- Ensure all PBM prescription validations and audit requests are completed.
Financial Management and Reporting:
- Track claim payments and supply data for billing team posting.
- Work closely with the leadership team to ensure accurate and timely reporting of all financial purchase transactions when requested.
- Process patient payments, manage billing, and reconcile daily transactions.
Inventory Management:
- Ensure staff completes all office opening and closing procedures
- Oversee inventory management processes, including ordering, receiving, stocking, and tracking of products.
- Monitor product levels and reorder stock as necessary to prevent shortages while minimizing overstock.
- Implement procedures to prevent loss and shrinkage, ensuring accurate record-keeping and reporting.
- Conduct regular audits to track inventory usage, minimize waste, and identify potential shortages.
- Implement and manage an inventory management system to keep an accurate, real-time record of stock.
Other duties as assigned.
Education: High school diploma or equivalent; Bachelor's degree in business, management, or a related field preferred.
Experience:
- Supervision: 3 years (Preferred)
- Dispensary Operations: 2 years (Preferred)
Knowledge: Strong understanding of dispensary operations, inventory control, product knowledge, and regulatory compliance.
Skills:
- Excellent leadership, interpersonal, and communication skills.
- Proficiency in inventory management, POS systems, and financial reporting.
- Strong problem-solving abilities and detail-oriented approach to compliance and record-keeping.
- Ability to work flexible hours, including weekends and holidays.
- Excellent organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities.
- Exceptional interpersonal skills, with the ability to build and maintain strong customer and employee relationships.
- High attention to detail, especially regarding compliance and record-keeping.
Work Environment: Work performed in an office environment. Involves frequent contact with staff and patients.
Mental/Physical Requirements: Manual dexterity for office machine operation including computer and clinical equipment; stooping, bending to handle patient's mobility to complete errands or deliveries, or sitting or standing for extended periods of time. Stress can be triggered by multiple staff demands and deadlines.
