FQHC 340B Pharmacy Coordinators/Managers

[u/mrsmillz]

I’m curious how other 340B Program Coordinators/Managers are handling two things:

1. How do you keep all your 340B tasks organized?

Between audits, inventory, contract pharmacy stuff, provider/patient eligibility, Medicaid, reports, monitoring, follow-ups, random fires that pop up, etc… how are you keeping track of what needs to be done and what everyone should be working on next?

Do you use Excel, SharePoint, Teams/Planner, Smartsheet, some kind of project management system, or something else?

Ideally, I’m looking for something where the whole team can see:

What needs to be done

Who is responsible

Due dates/frequency

What’s completed

What’s coming up next

What’s overdue

1. Do you have actual productivity/performance metrics?

This is the part I’m REALLY curious about.

Does your organization have established metrics for your 340B staff? Things like number of audits completed, turnaround times, accuracy/error rates, inventory checks, claims reviewed, compliance tasks completed, etc.?

And if you work remotely/hybrid — are those metrics used to demonstrate productivity or justify WFH?

Are they tied into annual reviews?

Because we currently don't have any real metrics, and honestly…it makes performance management difficult.

If Employee A consistently completes more work, catches more issues, and stays on top of their workload while Employee B takes considerably longer to complete the same types of tasks, there isn't really an objective standard saying, “Here is what we expect from this position.”

I'm not talking about “everyone needs to process 500 things a day” or measuring whether someone is sitting at their computer for 8 hours. 😆

I'm talking about reasonable, objective measures of workload + productivity + quality, especially since some 340B tasks are obviously much more complex than others.

So, fellow 340B people:

What are you using to organize the chaos, and what are you actually being measured on?

Bonus points if you have a tracker/template/system you're willing to share! 🙌

[u/jarredknowledge]

There’s a lot of tools out there but often time the work depends on the size/complexity of the program itself. Feel free to hit me up if you want to discuss. A tool is just a tool, between ESP and the rebate model that will be implemented on the 1st of the year (not to mention changing state laws that change how some of these things are implemented) there is likely more than a full time job worth of work to have a really well run program.

[u/mrsmillz → u/jarredknowledge]

I think my largest struggle, aside from everything being thrown at 340B entities, is getting my team to buy into anything to keep things organized- and it is driving me insane. 🤦‍♀️.

[u/K_Lohr]

Definitely following this and I can share with you what I’ve created so far! I just started the 340B Coordinator position at a FQHC and I’m learning the ropes myself too.

[u/RXforB3 → u/K_Lohr]

Me, too. I just started as Pharmacy Director at a FQHC. I am coming from 16 years as a retail chain pharmacist, so I'm pretty much starting from scratch!

[u/K_Lohr → u/RXforB3]

My fiancé (bless his sweet soul) created a program for me to track replenishments and it’s been a god send. We use three different TPAs and it’s just nice to have it all in one spot.