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ASHP Sample Buyer Description

Chapter 6
Pharmacy Purchasing Technician
PHARMACY DEPARTMENT
Criteria-Based Job Description/Competence Assessment Summary/Performance Evaluation
Pharmacy Purchasing Technician
Type of Evaluation New Employee Evaluation Annual Evaluation Self-Assessment
Employee Name: Date:
Job ***/Position: Pharmacy Purchasing Technician
Job Summary: The pharmacy purchasing technician is responsible for procuring medications and supplies from appropriate sources and ensuring proper storage to maintain their quality and integrity. The pharmacy purchasing technician, under the supervision of a licensed pharmacist, performs inventory management activities that ensure adequate stocks of medications, purchasing contract compliance, effective cost management, and compliance with laws and regulations.
Reports To: Director of Pharmacy Supervises: None
Education: High school diploma or equivalent. College courses desirable but not required.
Licenses: Current pharmacy technician certification
Experience: 5 years pharmacy technician experience and 2 years pharmacy purchasing experience preferred, but not required.
Work Schedule: Weekdays, evenings, weekends, and holidays as necessary.
Physical Requirements: *** use of hands and fingers (e.g., preparing IV admixtures, use of a computer keyboard). May require lifting and carrying light loads (up to 40 lb.), including boxes, equipment, unit-dose cassettes, and IV solutions and stooping or kneeling (e.g., to pick up items from the floor, to remove and replace items on lower shelves, and to file documents in lower file drawers). Walking or standing for long periods of time (4–8 hours) is often necessary. Must be able to physically operate the equipment used for the job.
Critical Demands: Ability to perform work accurately with attention to detail within specified time periods. Ability to work cooperatively with health-system and pharmacy staff. Ability to handle frequent interruptions and adapt to changes in workload and work schedule. Ability to set priorities and solve problems. Ability to respond quickly to emergency requests. Ability to communicate effectively (orally and in writing). Ability to assist in meeting the pharmaceutical care needs of neonatal, pediatric, adolescent, adult, and geriatric patients.
Occupational Hazards: Potential for exposure to infectious patients or materials. Potential for exposure to hazardous and toxic substances (including chemotherapy, cytotoxic drugs, and cleaning solutions). Potential for sticks or cuts by needles and other sharp items. Potential for musculoskeletal injuries if proper lifting and carrying techniques are not used.
I. Principal Duties/Responsibilities Scoring Guide: 2 = Meets Standards 0 = Does Not Meet Standards
Performance Criteria/Standards Rating Comments
A. Maintains adequate stock of medications and supplies
according to established policies and procedures.
1. Places orders for medications and supplies from appropriate sources within bid guidelines. Sustains the hospital formulary by minimizing nonformulary procurements.
2. Verifies orders received from vendors. Quarantines incorrect, expired, and damaged items for return. Unpacks, labels, and places items received in appropriate storage locations.
3. Maintains an adequate, in-date stock of medications. Rotates stock to ensure use before expiration date. Identifies and replaces outdated and unusable medications and supplies.
4. Ensures that medications are stored in a secure, organized manner and under the appropriate storage conditions to maintain their quality and integrity. Ensures that medications are stored safely to minimize retrieval errors.
5. Issues medications and supplies to other departments.
6. Returns expired medications to the returned goods vendor. Properly disposes of other unusable medications per established procedures in accordance with laws and regulations.
7. Identifies and retrieves all recalled medications. Disposes of recalled medications per manufacturer and FDA instructions. Maintains documentation on all recalled medications and action taken.

I. Principal Duties/Responsibilities (cont.) Scoring Guide: 2 = Meets Standards 0 = Does Not Meet Standards
Performance Criteria/Standards Rating Comments
B. Effectively performs inventory management
activities that ensure adequate medication supplies,
purchasing contract compliance, accurate billing,
and compliance with laws and regulations.
1. Monitors stock levels of medications and supplies. Monitors purchasing statistics (e.g., inventory turns). Maintains appropriate inventory levels based upon established usage and financial parameters.
2. Monitors and notifies pharmacy staff of drug shortages. Acquires drugs from alternative sources with the approval of the pharmacy director.
3. Maintains 98% or higher compliance with purchasing contracts.
4. Processes invoices and credits accurately in a timely manner (daily). Charges departments for medications and supplies issued from the pharmacy.
5. Maintains current price lists in appropriate files and databases.
6. Assists in performing physical inventories as required by the hospital and laws and regulations.
7. Maintains appropriate documentation of purchasing activities as required by hospital policy and laws and regulations.
C. Contributes to the effective operation of the
department.
1. Provides reports of inventory management activities.
2. Answers the telephone, identifying self and department. Directs calls to appropriate personnel.
3. Organizes and prioritizes work assignments.
4. Maintains logs, records, and other required documentation accurately. Files documentation in appropriate locations.
5. Demonstrates good oral and written communication.
6. Keeps pharmacy areas clean, neat, and well-organized. Keeps pharmacy equipment clean.

I. Principal Duties/Responsibilities (cont.) Scoring Guide: 2 = Meets Standards 0 = Does Not Meet Standards
Performance Criteria/Standards Rating Comments
D. Participates in the quality improvement activities
of the department.
1. Completes and documents all assigned medication storage area inspections at least monthly. Identifies and replaces outdated and unusable medications.
2. Collects data, conducts quality monitors, and completes documentation as assigned.
E. Maintains competence required for current job
***/position.
1. Maintains current technician certification.
2. Attends pharmacy staff meetings.
3. Participates in orientation, education, and training programs. Reviews literature and other materials as assigned.
4. Completes all competence/skills assessment requirements (see attached competence assessment/ skills list).
F. Performs pharmacy technician and other duties as
assigned by supervisor.
TOTAL POINTS (maximum available points = 54)

II. Departmental Standards Scoring Guide: 2 = Meets Standards 0 = Does Not Meet Standards
Performance Criteria/Standards Rating Comments
1. Is punctual and dependable; reports to work as scheduled. Absenteeism and tardiness are within policy guidelines.
2. Maintains a neat, professional, well-groomed appearance. Observes pharmacy dress code. Wears identification badge at all times.
3. Performs work within specified time frames. Adapts positively to frequent interruptions and changes in workload and/or work schedule.
4. Provides courteous, cooperative, and timely service to patients, visitors, and staff. Demonstrates good oral and written communication.
5. Works cooperatively with all staff. Voices concerns and suggestions to appropriate persons in a positive manner.
6. Demonstrates sound judgment consistent with training/academic background.
7. Maintains strict confidentiality of patient, visitor, and employee information. Complies with HIPAA Privacy Rule standards.
8. Fosters a team environment by providing orientation and training to new team members. Assists coworkers in tasks, as time permits.
9. Adheres to health-system policies and procedures. Complies with all requirements related to risk management, safety, medication-use safety, security, fire safety, and infection control. Complies with all applicable federal, state, and local laws, rules, and regulations. Performs all duties under the direct supervision of a registered pharmacist.
TOTAL POINTS (maximum available points = 18)

III. Organizational Standards Scoring Guide: 2 = Meets Standards 0 = Does Not Meet Standards
Performance Criteria/Standards Rating Comments
1. Performance demonstrates efforts to improve patient satisfaction, lower costs, improve quality, and promote safety.
2. Understands and meets customers’ needs and expectations. The patient and family members always come first.
3. Demonstrates the ability to address problems in a group setting using tools and techniques for identification and resolution of problems.
4. Demonstrates the values and behaviors of the organization.
TOTAL POINTS (maximum available points = 8)

IV. Goals and Accomplishments Scoring Guide: 4 = Goals met and special accomplishments achieved
2 = Goals met
0 = Did not achieve set goals
A. Describe status of goals set at previous evaluation.



B. Describe special accomplishments achieved since previous evaluation.




TOTAL POINTS (maximum available points = 4)


V. Scoring
PERFORMANCE
CRITERIA/STANDARDS TOTAL POINTS
AVAILABLE EMPLOYEE
SCORE
Principal Duties/ Responsibilities 54
Departmental Standards 18
Organizational Standards 8
Goals and Accomplishments 4
TOTAL SCORE 84

SCORING GUIDELINES: points Exceptional performance
points Exceeds standards
points Consistently meets standards
points Improvement required*
points Does not meet standards*
*Requires action plan.

ACTION TAKEN: 1. None at this time
2. Extended probation days.
3. Corrective action
Type:
Action:


PERFORMANCE GOALS AND OBJECTIVES:
Provide assessment of own needs for growth and development. Develop a plan to meet educational and professional growth within the next 12 months.



COMMENTS:
A. Supervisor’s Comments:



B. Employee’s Comments:




Employee’s Signature Date

Supervisor’s Signature Date
PHARMACY DEPARTMENT
Competence Checklist for Pharmacy Purchasing Technician
Employee Name:
Knowledge/Skills Date Method of Assessment Name of Evaluator Rating
Initial Skills
Confidentiality and Patient Rights
Safety1
Medication-Use Safety1
Fire Safety1
Security1
Hazardous Materials1
Emergency Management1
Infection Control1
Compounded Sterile Preparations and Laminar Airflow Hoods
Chemotherapy Preparation and Biological Safety Cabinets
Pharmaceutical Care Needs of Neonatal and Infant Patients
Pharmaceutical Care Needs of Pediatric and Adolescent Patients
Pharmaceutical Care Needs of Adult Patients
Pharmaceutical Care Needs of Geriatric Patients
Adult Enteral Nutrition
Adult Parenteral Nutrition
Medication Area Inspections
Repackaging Medications
Information Management
Controlled Substances
Additional Knowledge/Skills
(as assigned) Date Method of Assessment Name of Evaluator Rating
Pharmaceutical Care Needs of Obstetric Patients
Pharmaceutical Care Needs of Oncology Patients
Pharmaceutical Care Needs of Psychiatric Patients
Pharmaceutical Care Needs of Skilled-Nursing Patients
Adverse Drug Reaction Reporting
(cont.)
Competence Checklist for Pharmacy Purchasing Technician (cont.)

Equipment Date Method of Assessment Name of Evaluator Rating
Automated Compounding Equipment
Automated Distribution Equipment
Medication Repackaging Equipment
Bar-Code Scanning Equipment
Pharmacy Balance
FAX Machine
Telephone
Pharmacy Computer
Computer Printer
E-mail
Calculator
1Periodic review and documentation of this competence is suggested by The Joint Commission™.

Method of Assessment Method of Rating
O Direct Observation P Peer Review C Performs competently
V Verbal Response Q QA Findings A Performs with assistance*
S Skill Demonstration C Continuing Education N Does not perform competently*
T Testing
*Requires action plan.
Competence Checklist for Pharmacy Purchasing Technician (cont.)

PHARMACY TECHNICIAN CERTIFICATION VALIDATION:
License Number: Expiration Date:
Date of Validation:


Employee’s Signature Date

Supervisor’s Signature Date
(Attach to Employee’s Performance Evaluation.)
Action Plan to Correct Deficiencies Identified in Job-Specific
Performance Evaluation
Employee Name: ***:
Employee has not met the following performance standards/criteria/competencies:
1.
2.
3.
Retraining in the following areas will occur within the specified time frame:
1.
2.
3.
Re-evaluation of deficiencies will occur .
Additional Comments:















Employee’s Signature Date

Supervisor’s Signature Date
(Retain with Performance Evaluation in employee’s departmental personnel file.)

Name of Facility: East Jefferson General Hospital

City, State: Metairie, LA