Welcome to Flexible Pharmacy Services!
Your pay rate is $/hr for clinical consulting pharmacist work
Your pay rate is $/hr for staffing pharmacist work
Your pay rate is $/hr for staffing pharmacy technician work
Your pay rate is $/hr for travel time when applicable or permitted (rate may vary per client)
Your reimbursement rate is _ cents per mile (or prevailing "pass-through" rate per client).
All rates and reimbursements may vary, depending on the client. Should you anticipate expenses, please clear them with us, before proceeding.
All Pharmacists or Pharmacy Technicians must present appropriate license or registration certificate to any assignment site.
Leave a copy of your pharmacist or technician license at the pharmacy, "Attn: Pharmacist-in-Charge"
Some basic consulting billing guidelines for consultant pharmacist assignments:
Flexible Pharmacy Services strives to provide a high-quality product, from highly talented professionals, while keeping expenses and costs as reasonable as possible for our clients. We absolutely reward high-performers with additional assignment requests!
Google time/miles from your listed residence to the nursing facility is a standard to measure our travel expense billing expectations. Should you be "on the road" and have the ability to "daisy-chain" your travels, we expect that your expenses would reflect that savings.
The general "budget hours" consulting speed for our consultants is about 55 beds per 8 hours. in a typical skilled nursing facility setting (to estimate "budget hours" for your facility, multiply bed count of your facility by 8hrs over 55 beds). This generally includes prep time, such as dealing with a computer, or report processing, even if those functions occur at home when the majority of what you do is chart review, entrance and exit interviews with nursing directors and/or administrators. If your typical "speed' for this type of assignment is slower, please make sure we are aware, so we may proper align our expectations before making assignments .
When overnight hotel stays are necessary, generally stick with Holiday Inn Express-level of hotel or lesser. Try and get the business rate or AAA, or AARP rate, wherever possible. Sometimes just asking for a lower rate or saying "my boss" would like for my hotel bill to be no more than $100, will get you a long way!
Note that we cannot reimburse for items our clients will not pay for, such as hotel, movies, bar tabs, etc.
Please "preauthorize" facility projects, when they will cause you to go more than 2 hours "over budget". We strive to keep our facilities "happy". Besides chart review, a number of services may be requested by Directors at our client facilities. When we cover a facility on a temporary basis, it's hard to know what the "normal" level of service provided by the pharmacy might be. Sometimes, there is an expectation of meeting attendance, and you may be Should a task be requested that will consume about 2 hours or more, and you are already "over budget" in time spent at your assigned facility, please call or email Jason at 502-741-6578, Jason.Baker@flexiblerx.com, as we may need to ask the client pharmacy manager for approval. In all cases, be very friendly to facility staff about the project - maintain your enthusiasm, and tell them you need to check on scheduling, or see if the pharmacy wants to send another individual to perform the service. In some cases, the facility may be liable for some or all of the additional expense of the service - so it's best that the pharmacy manager explain and seek the right approvals from the facility or their parent company.
When you are "over budget", please itemize as many tasks you performed, as possible. Do this on the "Facility Activity Report" cover sheet, and as a short note on your billing invoice, as well. Sometimes the pharmacy can bill the facility additionally for some services,
As a rule, please turn in all paper that you touch, all reports that you create, every month to us. It is nice to have "proof" to make available to our clients that we performed the service, and comes in very handy when the facility either loses your reports, or has not received the initial report, for some reason.
We understand variances will be needed, for all kinds of reasons. Please provide an explanatory note on your invoice to us, for any billing situation that seems out of the ordinary.
From our conversation your status is that of an independent contractor, sometimes called "contract" or "1099".
As an independent contractor ("contract" or "1099"), you will assume responsibility for paying taxes to all applicable entities, whether U.S., state, or local government. A w-9 form is required (see below). For questions as to how this may affect your taxes, please contact your tax advisor. Be sure to set aside adequate funds to make payments to the appropriate tax entities, at the proper intervals
From our conversation your status is employee, sometimes called "payroll" or "w-2".
If you are an employee ("payroll" or "w-2"), we will set up your tax withholding, based on the required Federal w-4 forms you submit, and any required state withholding forms, where applicable.
If you feel any taxes are not withheld appropriately, please relay that information to us, immediately.
Payroll and Vendor Payment support services at Flexible Pharmacy Services are administered by Kate.Harney@flexiblerx.com
All payments are processed as automatic deposits to your bank account (ACH).
Payroll is typically biweekly on Fridays, except when affected by certain holidays.
Our "pay week" at FPS runs from Monday to Sunday, and the Sunday before payday will be on Friday's payroll.
Time and Expense Submission must be completed properly, and done in a timely manner to receive payment.
If you are working a staffing site location, you must sign in and out on a paper time sheet, like http://www.flexiblerx.com/invoices.htm, unless there is an alternative time clock system set up at the staffing site. Generally, if you are the last person to work a shift before Sunday, we ask that you fax the timesheet to us, at the end of your shift.
If your staffing assignment involves travel time or expense reimbursement, or a consulting assignment, you will need to fill out an Excel form, such as the one at http://www.flexiblerx.com/invoices.htm every week, by Monday, for the week just ended. Although you may use the blank template at that location, our payroll administrator will email to you a new blank template for time submission at the beginning of each week. The preferred format for us to receive your Excel invoice is the ".xls" format, as an email attachment to pay@flexiblerx.com.
Pay stubs, yearly W-2 or 1099 statements are accessible through the website https://www.surepayroll.com/login/auth.asp.
Please review your "pay stubs" periodically, and immediately report to us any inconsistencies, errors or omissions. Also, please tell us if you feel your local taxes aren't appropriately assigned - so you don't get hit with an unexpected tax bill.
If you have www.Surepayroll.com website login difficulties, or questions about how your pay amounts were calculated, please contact Kate.Harney@flexiblerx.com
Please reply "ok" to the above, to note that you have read and understand the above details or procedures.
Employees: Please also reply with the County and State, and any special tax zone or city/township in which you reside, so that Flexible Pharmacy Services may assign the most appropriate payroll withholding rates for you.
Thank you,
The Flexible Pharmacy Services team
Please complete the following and send back to us ASAP. We’ll need them all before we can process your first payroll!
New Hire Checklist - ALL
Please provide an updated résumé and/or "curriculum vitae", plus at least two relevant professional references
Complete and sign the I-9 Employment Eligibility Verification Form
Provide a copy of Drivers License, and either Social Security Card or Passport (good copy or scan of photo ID please)
Provide a copy of current Professional Licenses and/or Certifications (from each state you are licensed).
Review and sign the Work-Related Injury Fact Sheet (yes, even for vendors/1099s)
Review and sign the Disclosure and Release Form
Complete and sign the FPS ACH Direct_Deposit_Authorization.pdf (be sure to include a cancelled check - not a deposit statement)
Email to Jason.Baker@FlexibleRx.com is preferred, but you may mail to 342 Hillcrest Ave, Louisville, KY 40206, or fax to (888) 789-5253.
New Hire Forms or Updates - EMPLOYEES ONLY
Complete and sign the FPS Employment Agreement
Complete and sign the Form W-4 2011.pdf
Complete and sign the Form W-11 2010.pdf (if you are a new hire and have been unemployed for 60 days or more)
Complete and sign the Withholding Exemption form relative to your state:
AR http://www.flexiblerx.com/forms/AR Emp WH Exemption Form AR4EC.pdf
CO Use federal W-4 for Employee Withholding Certificate.
IN http://www.flexiblerx.com/forms/IN Emp WH Exemption Form WH-48845.pdf
Do you work in IN, but live in another state? Fill out IN Certificate of Non-residence
IL http://www.flexiblerx.com/forms/IL Emp WH Exemption Form_IL-W-4.pdf
Do you work in IL, but live in another state? Fill out IL Certificate of Non-residence
KY http://www.flexiblerx.com/forms/KY Emp WH Exemption Form K-4_11-09.pdf
Do you work in KY, but live in another state? Fill out KY Certificate of Non-residence
LA http://www.flexiblerx.com/forms/LA Emp WH Exemption Form L-4_10-08.pdf
NC http://www.flexiblerx.com/forms/NC Emp WH Exemption Form NC-4_2001.pdf
WA No Withholding Tax
WY No Withholding Tax
Review the Employer Compliance Poster Relative to your state:
There is nothing to sign in this packet - just reading material. This is the stuff you normally see in an office break room wall, typically next to the time clock. We don't recommend printing this group of documents, but rather read and keep the link handy . The link below will always direct you to the most updated version of the poster.
AR http://www.flexiblerx.com/forms/AR_EmpCompliancePoster.pdf
CO http://www.flexiblerx.com/forms/CO_EmpCompliancePoster.pdf
IN http://www.flexiblerx.com/forms/IN_EmpCompliancePoster.pdf
KY http://www.flexiblerx.com/forms/KY_EmpCompliancePoster.pdf
LA http://www.flexiblerx.com/forms/LA_EmpCompliancePoster.pdf
NC http://www.flexiblerx.com/forms/NC_EmpCompliancePoster.pdf
WA http://www.flexiblerx.com/forms/WA_EmpCompliancePoster.pdf
WY http://www.flexiblerx.com/forms/WY_EmpCompliancePoster.pdf
New Hire Forms or Updates - VENDORS (1099) ONLY
Complete and sign the Form_W-9.pdf ("1099" contract vendors only - 2007 version is "latest")
HINT: If your browser won't open these Acrobat .pdf files, try right-clicking and "Save Target As" to save to your PC, then open print, sign, then email to Jason.Baker@FlexibleRx.com as an attachment, or fax to (888) 789-5253
Help Me!
Payroll-Billing Admin: Kate
HR Admin: Jennifer