Coordinator, Pharmacy Automation & Controlled Substance Management - Pharmacy Tech

Coordinator, Pharmacy Automation & Controlled Substance Management

As a community based hospital, Humboldt Park Health reinvests back into the community through programs to serve the poor and uninsured, manage chronic conditions like diabetes, health education and promote initiatives and outreach for the elderly. And we work hard every day to be a place of healing, caring and connection for patients and families in the community we call home.

From its start in 1894, Humboldt Park Health has been deeply committed to serving the Humboldt Park community. Humboldt Park Health is a 200-bed, acute care facility. We provide healthcare treatment that's patient-centered and focused on quality of care, ranging from everyday care to treatment for your most critical needs.

Caring for others starts with supporting the people who make it possible. We are committed to supporting our employees with meaningful benefits, retirement planning support, and opportunities for continued growth and development. Whether you are seeking a full-time, part-time, or PRN role, you'll be part of a compassionate, team-oriented environment dedicated to caring for both our patients and our staff.

The Coordinator, Pharmacy Automation & Controlled Substance Management is responsible for supporting the safe, secure, and efficient management of pharmacy automation systems, controlled substance processes, medication distribution technology, and medication safety initiatives throughout Humboldt Park Health.

This position serves as the pharmacy department subject matter expert for automated dispensing systems, including BD Pyxis, controlled substance accountability, diversion prevention activities, user access management, medication inventory optimization, and automated medication distribution workflows.

The Coordinator provides oversight and monitoring of hospital-wide controlled substance processes, including daily narcotic auditing, controlled substance discrepancy review, automated dispensing cabinet monitoring, reconciliation activities, and compliance with organizational, state, and federal requirements.

This position collaborates with pharmacy leadership, pharmacists, pharmacy technicians, nursing leadership, Information Technology, Emergency Department personnel, vendors, and other hospital departments to optimize medication-use systems, resolve operational issues, improve workflow efficiency, and promote medication safety.

The Coordinator also supports general pharmacy operations by assisting with technician workflow, medication distribution activities, inventory management, and other departmental responsibilities as assigned.

Controlled Substance Management and Diversion Prevention

1. Maintains compliance with Humboldt Park Health controlled substance policies, procedures, and applicable federal, state, and regulatory requirements.
2. Serves as a resource for controlled substance management processes throughout the hospital, including pharmacy, nursing units, automated dispensing cabinets, and emergency department medication storage areas.
3. Performs daily controlled substance audits throughout the hospital to ensure medication security, accountability, reconciliation, and documentation requirements are maintained.
4. Reviews nursing unit-controlled substance count processes and monitors daily narcotic counts performed by nursing personnel to ensure compliance and timely resolution of discrepancies.
5. Performs monthly Schedule II (C-II) controlled substance safe inventory counts in collaboration with pharmacists and pharmacy leadership.
6. Maintains accurate records related to controlled substance receipt, dispensing, returns, waste, reconciliation, inventory, and disposal.
7. Reviews controlled substance discrepancies and ensures timely investigation, documentation, resolution, and escalation when appropriate.
8. Monitors controlled substance activity reports to identify unusual patterns, compliance concerns, or potential diversion risks.
9. Reviews Pyxis controlled substance activity, including medication removals, returns, waste documentation, overrides, transactions, user activity, and discrepancies.
10. Reviews and clears Pyxis Visit Reconciliation reports to ensure outstanding discrepancies are appropriately addressed.
11. Supports controlled substance accountability processes involving Emergency Department resources, including Chicago Fire Department (CFD) paramedic narcotic reconciliation and monitoring activities.
12. Escalates significant controlled substance concerns, unresolved discrepancies, or suspected diversion concerns to pharmacy leadership immediately.
13. Assists with controlled substance investigations, audits, corrective action plans, and regulatory readiness activities.

Pharmacy Automation and Technology Management

1. Serves as the pharmacy department resource for automated dispensing systems, including BD Pyxis and related medication management technologies.
2. Maintains, monitors, and supports automated dispensing cabinets throughout the hospital to promote safe, accurate, and efficient medication distribution.
3. Reviews Pyxis reports and system activity to identify discrepancies, stock issues, user access concerns, workflow inefficiencies, and opportunities for improvement.
4. Monitors automated dispensing cabinets for medication discrepancies, inventory concerns, and compliance issues.
5. Troubleshoots Pyxis-related issues and coordinates resolution with pharmacy personnel, nursing staff, Information Technology, and vendor support.
6. Performs approved troubleshooting activities, including replacement of Pyxis cubies and other basic equipment interventions.
7. Communicates recurring automation issues and recommends improvements to pharmacy leadership.
8. Reviews and adjusts Pyxis inventory levels, par levels, and medication availability based on utilization, patient care needs, and operational requirements.
9. Assists with implementation, testing, maintenance, and optimization of pharmacy automation systems.
10. Maintains appropriate Pyxis user access by verifying employee credentials, roles, licensure, and departmental requirements.
11. Maintains user access records and removes access when employees leave the organization or no longer require access.
12. Reviews and updates medication safety information displayed within Pyxis systems, including the High-Alert Medication List posted on automated dispensing machines.

Quality Improvement and Medication Safety

1. Collects, analyzes, and reports performance improvement data related to controlled substances, Pyxis utilization, discrepancies, medication security, and automation performance.
2. Participates in pharmacy quality improvement initiatives related to medication safety, diversion prevention, and technology optimization.
3. Identifies trends related to controlled substance discrepancies, overrides, stockouts, workflow issues, and medication distribution concerns.
4. Develops recommendations to improve medication-use processes, reduce risk, and enhance operational efficiency.
5. Provides reports and data summaries to pharmacy leadership, Pharmacy & Therapeutics Committee, Quality Improvement Committee, and other groups as requested.
6. Supports regulatory compliance activities, including internal audits, accreditation surveys, and inspections related to medication management, controlled substances, and automation systems.

Education and Staff Support

1. Provides training and education to pharmacists, pharmacy technicians, and other hospital personnel regarding Pyxis functionality, controlled substance processes, medication security, and workflow expectations.
2. Assists with development of educational materials, job aids, and competency resources.
3. Supports onboarding and training of new pharmacy personnel related to automation systems and controlled substance processes.
4. Communicates workflow changes, system updates, and medication safety initiatives to appropriate staff.

Pharmacy Operations Support

1. Assists pharmacy technicians and pharmacists with medication distribution activities as needed to support departmental workflow.
2. Provides operational support during staffing shortages, increased workload, emergency situations, and other departmental needs.
3. Supports medication inventory management activities, including expiration monitoring, recalls, storage compliance, and medication security.
4. Participates in pharmacy department meetings, committees, and improvement initiatives as assigned.
5. Performs other related duties and special projects as assigned by pharmacy leadership.

Other Responsibilities

1. Works cooperatively with pharmacy staff and hospital departments to ensure timely completion of departmental responsibilities.
2. Fosters an environment where teamwork, accountability, professionalism, and communication are valued and expected.
3. Ensures identified issues are addressed promptly or escalated appropriately.
4. Adheres to downtime procedures.
5. Adheres to established departmental policies, procedures, and objectives.
6. Performs both essential and non-essential job functions in a safe manner as identified by Humboldt Park Health.
7. Demonstrates an understanding of and models the mission and core values of Humboldt Park Health.
8. Enhances professional growth and development by participating in educational programs, job-related literature, in-service meetings, and workshops/seminars.
9. Checks hospital email daily.
10. Performs other related duties as assigned and assists with pharmacy workflow needs as directed.

Qualifications

IL Pharmacy Technician Licensure

Pharmacy Technician Certification (CPhT)

1-3 years of pharmacy tech experience required, 3+ years preferred