Coordinator, Pharmacy Automation & Controlled Substance Management - Pharmacy Tech

Coordinator, Pharmacy Automation & Controlled Substance Management
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Chicago, IL 60622, USA

Essential Duties and Responsibilities:

Controlled Substance Management and Diversion Prevention

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

Pharmacy Automation and Technology Management

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

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

Education and Staff Support

• Provides training and education to pharmacists, pharmacy technicians, and other hospital personnel regarding Pyxis functionality, controlled substance…