FT M-F 9AM-6PM
INTENDED START DATE: 8/1
Position Summary
The Patient Data Entry Technician at Stratum Pharmacy’s Dallas (Coppell) facility is responsible for accurately and efficiently entering patient prescription orders into the pharmacy management system in accordance with company policies, state and federal pharmacy regulations, HIPAA requirements, and Stratum Pharmacy quality standards. This role also supports patient-facing customer service functions by responding to inquiries, resolving intake issues, and ensuring a high level of service throughout the prescription intake and order processing workflow. The Patient Data Entry Technician operates under the direct supervision of a licensed pharmacist and the day-to-day direction of the Lead Patient Data Entry Technician.
Key Responsibilities
Prescription Data Entry & Order Intake
- Accurately enter new and refill prescription orders, patient demographics, prescriber information, and insurance or payment details into the pharmacy management system in accordance with Stratum Pharmacy SOPs and applicable state and federal regulations.
- Review all incoming prescription information for completeness, clarity, and regulatory compliance; identify and escalate discrepancies, illegible orders, missing clinical details, or unclear prescriber instructions to the supervising pharmacist promptly.
- Verify patient identity, prescriber DEA or NPI numbers, and insurance eligibility information as required per facility protocols and state board of pharmacy requirements.
- Process refill requests accurately and efficiently; confirm refill authorization, remaining refills, and any prescriber change requirements prior to order entry.
- Document all prescription intake activities, updates, and communication events clearly and completely within the pharmacy management system per facility policy.
- Other responsibilities as assigned.
Patient & Prescriber Communication
- Provide courteous, professional, and patient-centered customer support via phone, email, or other approved communication channels; represent Stratum Pharmacy’s commitment to quality and patient care in every interaction.
- Communicate proactively with patients, prescribers, and prescriber office staff to obtain missing, corrected, or clarifying prescription information necessary to process orders accurately and without delay.
- Respond to patient inquiries regarding order status, prescription processing timelines, and general pharmacy services; escalate clinical questions or concerns to the supervising pharmacist without exception.
- Resolve patient intake issues, insurance or billing discrepancies, and order entry concerns efficiently; document all resolutions within the pharmacy system per facility SOP.
- Maintain a professional, empathetic, and solution-oriented communication approach with all patients, caregivers, and prescriber contacts.
Compliance, Privacy & Data Integrity
- Adhere strictly to HIPAA Privacy and Security Rule requirements in all patient data handling, communication, and documentation activities; never access, share, or disclose protected health information (PHI) outside of authorized and permissible purposes.
- Follow all applicable Texas State Board of Pharmacy (TSBP) regulations, DEA requirements (where applicable), and Stratum Pharmacy internal policies governing prescription intake, data entry, and patientcommunication.
- Maintain accuracy and data integrity across all pharmacy system records; correct entry errors using the facility’s approved correction methodology and document all changes per policy.
- Report any HIPAA concerns, potential data breaches, or privacy incidents immediately to the Lead Patient Data Entry Technician and pharmacy management per the facility’s incident response protocol.
- Participate in all assigned compliance training, competency assessments, and continuing education requirements per TSBP and Stratum Pharmacy policy.
Productivity & Department Support
- Maintain productivity and accuracy standards established by department leadership; monitor individualperformance against established metrics and communicate proactively when volume or resourcevchallenges arise.
- Work collaboratively within the Customer Service and Fulfillment teams to ensure seamless prescription intake-to-fill handoff; communicate order status, pending items, and urgent prescriptions to downstream team members clearly and on time.
- Assist with other customer service and administrative support tasks as directed by the Lead Patient Data Entry Technician to support department operations and patient service goals.
- Support onboarding and workflow orientation of new team members as directed by department leadership.
Minimum Qualifications
Education
- High school diploma or GED equivalent required.
- Associate’s degree or post-secondary coursework in healthcare, business administration, or a related field preferred.
Licensure & Registration
- Active pharmacy technician registration or license as required by Texas state law; or ability to obtain active Texas Pharmacy Technician Registration issued by the TSBP within 30 days of employment start.
- National pharmacy technician certification (PTCB CPhT or NHA ExCPT) preferred but not required.
Experience & Knowledge
- Prior pharmacy, medical office, healthcare data entry, or prescription fulfillment experience preferred; candidates demonstrating strong attention to detail and customer service orientation will be considered.
- Familiarity with pharmacy management systems, electronic health records (EHR), or medical office software; ability to learn new systems quickly and accurately.
- Working knowledge of or ability to learn HIPAA Privacy and Security Rule requirements applicable to pharmacy operations and patient data handling.
- Basic familiarity with pharmacy terminology, prescription components, and pharmacy workflow preferred.
- Strong attention to detail with demonstrated ability to maintain accuracy and consistency in a high- volume, fast-paced environment.
- Excellent written and verbal communication skills; ability to communicate professionally with patients, caregivers, and prescriber office staff across multiple channels.
- Customer service–oriented mindset with strong problem-solving skills and a patient-centered approach to issue resolution.
- Ability to work collaboratively within a team, follow established workflows, and adapt to changing priorities in a regulated pharmacy environment.
Preferred Qualifications
- Prior experience in a 503A compounding pharmacy, specialty pharmacy, or high-volume prescription fulfillment environment.
- PTCB Certified Pharmacy Technician (CPhT) certification.
- Experience with insurance verification, prior authorization processes, or pharmacy billing.
- Bilingual proficiency (English/Spanish) a plus given patient population served.
- Familiarity with controlled substance prescription requirements and DEA compliance obligations for data entry personnel.
Physical Requirements & Work Environment
- Ability to sit, stand, and perform sustained computer-based data entry and telephone work for extended periods (up to 8 hours per shift).
- Manual dexterity and visual acuity required for accurate keyboard data entry, document review, and pharmacy system navigation.
- Ability to lift and carry up to 20 lbs (files, supply materials, incoming prescription documents).
- Work environment: climate-controlled office and customer service area within the pharmacy facility; moderate to high call and order volume environment.
- Must comply with all facility HIPAA, data security, dress code, and conduct policies applicable to the Customer Service department.
Supervisory Structure & Oversight
The Patient Data Entry Technician operates under the direct supervision of a licensed pharmacist per the Texas Pharmacy Act (Tex. Occ. Code § 558.001 et seq.) and TSBP regulations, and under the day-to-day workflow direction of the Lead Patient Data Entry Technician. All prescription entry activities are subject to pharmacist review and verification. The Patient Data Entry Technician does not perform clinical assessments, provide clinical recommendations, or release prescriptions for dispensing — those functions are reserved exclusively for the supervising pharmacist. Any clinical question raised during patient or prescriber communication must be escalated to the pharmacist without exception.
Pay: $19.00 - $20.00 per hour
Application Question(s):
- Do you have prior experience working in a 503A compounding pharmacy, specialty pharmacy, or high-volume prescription fulfillment environment?
- Do you currently hold an active PTCB Certified Pharmacy Technician (CPhT) certification?
- Do you have experience with insurance verification, prior authorization processes, or pharmacy billing?
- Do you currently hold an active pharmacy technician registration or license as required by Texas state law?
- Do you have prior experience in a pharmacy, medical office, healthcare data entry, or prescription fulfillment environment?
Work Location: In person
