PHARMACY ASSISTANT
Department
Dispensary
Reports To
Pharmacist / Pharmacy Manager
Employment Type
Full-time
Experience
1–2 years in pharmacy setting
Software
Kroll (advanced — required)
Setting
Retirement home servicing pharmacy
Position Summary
The Pharmacy Assistant supports the daily operations of a pharmacy exclusively servicing retirement homes, with a strong focus on prescription processing, compliance strip packaging, and billing using Kroll pharmacy software. This role is critical in ensuring accurate medication preparation, timely order fulfillment, precise third-party billing for residents, and superior customer service.
Key Responsibilities
Prescription Processing & Kroll Data Entry
- Enter new prescriptions, refills, and medication changes into Kroll with a high degree of accuracy.
- Maintain and update resident medication profiles, including allergies, interactions, and special instructions.
- Process physician orders, verbal orders, and faxed prescriptions in a timely manner.
- Ensure all data entry aligns with pharmacy and regulatory standards.
Electronic Medication Administration Records (eMAR)
- Enter new orders into eMAR systems (PointClickCare, Yardi) accurately and promptly.
- Ensure all orders in eMAR align with orders in Kroll and corresponding physician orders.
- Process quarterly medication reviews in accordance with established protocols.
Billing & Adjudication
- Perform third-party billing including batch billing in Kroll, covering private plans, ODB (if applicable), and retirement home billing arrangements.
- Troubleshoot and resolve rejected claims, coordination of benefits issues, and coverage discrepancies.
- Maintain accurate billing records and ensure proper documentation for audit purposes.
- Liaise with insurance providers, retirement home staff, residents/families, and internal teams to resolve billing inquiries.
Medication Preparation & Packaging
- Assist in the preparation and assembly of compliance packaging (e.g., blister packs, strip packaging).
- Label, organize, and stage medications for pharmacist verification.
- Support cycle fill processes and stat/urgent medication requests.
Communication & Coordination
- Act as a key point of contact for retirement home staff regarding prescription status, billing issues, medication updates, and deliveries.
- Coordinate with pharmacists and technicians to ensure timely and accurate order fulfillment.
- Communicate clearly and professionally with all external stakeholders.
- Conduct visits to retirement home sites as required to audit medication management systems and educate registered staff on policies and procedures.
Inventory & Administrative Support
- Assist with inventory management including ordering, receiving, and restocking medications and supplies.
- Maintain organized filing systems for prescriptions, billing records, and resident documentation.
- Support general pharmacy workflow and administrative duties as required.
Special Projects
- Participate in pharmacy improvement initiatives, workflow reviews, and process optimization projects as assigned.
- Support the implementation of new systems, software updates, or operational changes within the pharmacy.
- Assist with the development or revision of internal documentation, training materials, or standard operating procedures as directed.
- Contribute to quality assurance activities including audits, data reviews, and reporting.
- Take on additional project-based responsibilities as assigned by the Pharmacy Manager, applying the same attention to detail and professional standards required in daily duties.
Working Conditions & Physical Requirements
- Fast-paced, high-volume pharmacy environment with repetitive tasks requiring sustained attention to detail.
- Frequent interaction with retirement home staff and healthcare professionals.
- May require standing for extended periods throughout the shift.
- May require travel to local retirement home sites.
Qualifications & Skills
Education & Experience
- Minimum 1–2 years of experience as a Pharmacy Assistant, preferably in a long-term care or retirement home servicing pharmacy.
- Advanced proficiency in Kroll pharmacy software, including billing and adjudication — required.
- Strong understanding of third-party billing, coordination of benefits, and claim troubleshooting.
- Familiarity with compliance packaging processes (multidose strip packs, cycle fills).
- Experience with eMAR systems (PointClickCare, Yardi) is an asset.
Core Competencies
Advanced Kroll proficiency — billing & adjudication
Excellent attention to detail & accuracy
Strong data entry & computer skills
Effective communication & customer service
Problem-solving for billing discrepancies
Ability to prioritize high-volume workloads
Collaborative team player
Adaptable to project-based assignments
Key Performance Indicators
- Accuracy of prescription data entry and billing in Kroll.
- Timeliness of order processing and cycle fill completion.
- Reduction in billing errors and claim rejections.
- Responsiveness to retirement home inquiries.
- Timely and quality completion of assigned special projects.
Additional duties may be assigned by management as required.
ACCOMMODATION
We thank all applicants for their interest; only those selected for an interview will be contacted. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Dominion Pharmacy will provide accommodations throughout the recruitment process to applicants with disabilities. If selected to participate in recruitment and selection, please inform HR of any accommodation(s) required.
Pay: $21.00-$26.00 per hour
Benefits:
- Dental care
- Extended health care
- Life insurance
Ability to commute/relocate:
- Toronto, ON: reliably commute or plan to relocate before starting work (required)
Work Location: In person
