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Unit: School Of Medicine MBU

Department: Pediatrics

Department Summary:

Duties & Responsibilities:

Position Summary: The Pharmacy Coordinator is responsible for coordinating the operational and pharmacy-related activities of a high-volume long-acting injectable HIV treatment program. This role manages patient scheduling, insurance verification, medication access, and ongoing follow-up to ensure timely administration of all injections.

Working within a Ryan White funded program, the coordinator serves as a key liaison between patients, providers, the hospital pharmacy, and 340B contract pharmacies. The position ensures efficient medication procurement, adherence to injection schedules, and navigation of complex insurance and assistance programs. The role requires strong organizational skills, attention to detail, and a patient-centered approach to support adherence, improve retention in care, and optimize clinical outcomes for individuals living with HIV.

Core Responsibilities:

• Responsibility 1 (30 %): Patient Scheduling & Coordination
• Coordinate and maintain complex injection schedules (monthly and every-2-month dosing)
• Proactively schedule initial, loading dose, and maintenance injections in alignment with clinical protocols.
• Track missed or delayed appointments and implement rescheduling workflows to maintain adherence windows.
• Serve as the primary point of contact for appointment coordination, reminders, and follow-up outreach.

• Responsibility 2 (25%): Insurance Verification & Medication Access
• Verify insurance coverage, benefits, and prior authorization requirements for injectables and related services.
• Submit and track prior authorizations, appeals, and renewals in collaboration with providers and pharmacists.
• Coordinate access to Ryan White funding, ADAP, manufacturer assistance programs, and copay support.
• Ensure compliance with 340B program requirements and optimize medication procurement through contract pharmacies.
• Maintain up-to-date knowledge of payer policies, reimbursement processes, and assistance programs.

• Responsibility 3 (20%): Pharmacy Coordination
• Act as liaison between clinic providers, hospital pharmacy, and 340B contract pharmacies.
• Coordinate medication ordering, delivery, storage, and inventory tracking
• Ensure medication availability is appropriately timed relative to patient injection appointments.
• Assist with medication reconciliation and documentation in EPIC
• Support tracking and accountability of 340B medications in accordance with program requirements.

• Responsibility 4 (15%): Patient Follow-Up & Care Navigation
• Conduct proactive patient outreach to support adherence, including appointment reminders and missed visit follow-up.
• Identify barriers to care (transportation, insurance, social determinants) and coordinate with case management.
• Educate patients on injection schedules, expectations, and the importance of adherence.
• Maintain accurate documentation of all patient interactions in the EMR.
• Support retention-in-care initiatives aligned with Ryan White program goals.

• Responsibility 5 (10%): Program Operations & Compliance
• Maintain tracking systems for patient scheduling, medication status, and adherence metrics.
• Ensure compliance with Ryan White program requirements, including documentation and reporting standards.
• Assist with audits, quality improvement initiatives, and data reporting.
• Adhere to all institutional policies, HIPAA regulations, and pharmacy practice standards.
• Attend meetings as required by program staff and supervisor
• Continue professional development

Qualifications:

Minimum Qualifications

• Pharmacy Technician certification (CPhT) or eligibility required.
• Minimum 3 years of experience in a healthcare setting (clinic, pharmacy, or specialty pharmacy) or equivalent combination of education, training, and experience. 
• Experience with insurance verification, prior authorizations, and medication access workflows.
• Strong organizational, communication, and multitasking skills.

• Knowledge of state, federal, and private health insurance and social service benefits
• Excellent interpersonal skills.
• Excellent oral and written communication skills.
• Ability to work independently under minimum supervision and as part of a team.
• Strong attention to detail
• Experience with data collection/entry
• Ability to work and communicate effectively with individuals from culturally and socioeconomically backgrounds.
• Must have the ability to meet specific deadlines and coordinate multiple tasks.
• Knowledge of HIPAA and ability to implement privacy and confidentiality practices
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Experience in HIV care, infectious diseases, or specialty pharmacy.
• Familiarity with Cabenuva or other long-acting injectable therapies.
• Experience working with Ryan White funding, ADAP, or 340B programs.
• Knowledge of EMR systems (e.g., Epic) and pharmacy management systems.

Salary Range: $50,000-55,000 (Commensurate with experience)

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Hours per Week: 40

Restricted Position: Yes

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: 21015N - Sr Pharmacy Technician HS 2

Contact Name: Jewel Jefferson

Contact Email:  jewel.jefferson@vcuhealth.org