Inventory Coord.

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Bridgeport, CT
Apr 8, 2019


Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.


Responsible for providing coordination and distribution of supply flow between Materials Management Department and Department of Surgical Services, Womens'' Care Center, Labor and Delivery, Antenatal Testing, Hemodialysis.Endoscopy Essential duties and responsibilities attached. Other duties may be assigned.

  • 1. Maintains stock level of all items used for the area responsible for supporting.
  • 1.1 Completes stock order requisitions and submits to appropriate departments within the specified time period.
  • 1.2 Maintains accurate stock level of all items used for surgery.Stock levels should be accurate to QSight and PDAD pars
  • 1.3 Distributes all materials and equipment to their respective locations appropriately.All QSight items delivered must be recieved in first before distribution.
  • 1.4 Regularly monitors materials usage using current systems,QSight,PDAD and EPIC. Identifies items in need of par level adjustments, communicates needed changes to the Specialty Team Coord.
  • 1.5 Assists Specialty Team Coords. in maintaining specialty item stock level through prompt delivery of items upon receipt to their respective locations.
  • 1.6 Receives items on consignment and carefully accounts for every item received before signing the delivery receipt. Returns items to vendor via return authorization policy.
  • 1.7 Assures specialty item availability for cases utilizing established protocol.Non formulary(no active lawson number for Bpt)must be communicated to the business mgr.
  • 1.8 Correctly documents equipment repair data and replacement needs and informs supervisor and Specialty Team Coords. of action taken.Must record on Repairs board or book all repairsand their disposition.
  • 1.9 Ensures the correct products/instruments are delivered and available to the right location at the specified time.
  • 1.10 Works collaboratively with staff from Central Sterile department to ensure specialty instrument needs are met for the correct procedure at the right time and location of surgery.
  • 2. Makes recommendations to determine par levels for stock and non-stock items and is accountable for maintenance.
  • 2.1 Recommends par levels (min & max levels) for all stock and non-stock items with input from staff, utilizing PDAD,QSight usage reports and Team Coordinators input.All par downsmust be communicated to Team Coordinator.All expired products before adjustments must be communicated to team coordinator.
  • 2.2 Recommends par levels for critical items that require special attention or overnight delivery replacement when used (implants, consignment items, etc.).
  • 2.3 Recommends order quantities for non-stock items that best support the min/max calculations(QSight and PDAD).
  • 2.4 Periodically reviews all par levels with QSight and PDAD data , communicates adjustments to levels in order to match changing needs and maximize efficiency and cost effectiveness.
  • 3. Develops and provides restocking tools and systems for monitoring stock and non-stock.
  • 3.1 Provides reorder sheets with item numbers, location codes and par levels for staff use when checking inventory levels and recording requisition needs for items in their primary location.Templates must stay current,PDADs must stay current and as products change global substitutions must be done and Pref Cards adjusted in EPIC.Older Lawson codes should be inactivated.
  • 3.2 Develops a systematic approach to restocking suites and other secondary storage locations.
  • 3.3 Develops a systematic approach to identify and reorder specialty items that are replaced (overnight or 2-day) when used, along with appropriate staff members.
  • 3.4 Develops monitoring systems to ensure systems integrity and educates staff of systems working functions and instills the importance of data entry accuracy and maintenance.
  • 4. Develops and maintains system for tracking receiving of supplies for both stock and non-stock items.
  • 4.1 Maintains record of supplies on order and follows up on supplies that have not arrived within expected lead time.This is also crucial that this appears with repairs
  • 4.2 Communicates supply receiving information to appropriate Team Coordinator and staff.
  • 4.3 Assures that all supply receipts are properly recorded, inventory on-hand is accurately recorded and matches computer generated inventory reports.
  • 5. Ensures a safe patient care environment.
  • 5.1 Consistently adheres to infection control policy and procedures when performing supply breakdown and distribution.
  • 5.2 Disposes of contaminated materials in accordance with MSDS policy and procedures.
  • 5.3 Maintains cleanliness of materials, supply areas and works with others to adhere to same practice.
  • 5.4 Handles sterile items carefully as not to compromise the sterile integrity of the items.
  • 5.5 Organizes sterile items on shelf according to items shelf life, removes expired goods per regulatory guidelines; seeks direction from clinical teams, Central Sterile department, CSM, when in doubt of item sterility.If item is expired investigate par to reduce.
  • 5.6 Observes and consistently adheres to clinical policies and procedures when performing tasks and functions within a controlled patient care environment.
  • 5.7 Ensures faulty instrument/equipment is pulled from service and arranges for repair/loaner.
  • 5.8 Make sure all defective product(entire lot) is properly segragated not within the MOR and an RL Solution is entered.
  • 6. Identifies and communicates need for materials flow modification and development to appropriate people.
  • 6.1 Quarterly reviews pertinent policies, procedures and protocols related to position responsibilities and makes recommendations for modifications as appropriate.
  • 6.2 Serves as an effective liaison between nursing staff, materials management, surgical services department and accounts payable.
  • 6.3 Supports vendor control and product standardization program in the performance of duties.
  • 6.4 Pro-actively participates in staff meetings and committees as requested.
  • 6.5 Identifies duplication of stock in multiple storage locations; recommends consolidation/standardization plan and presents to supervisor, Team Coordinators.
  • 6.6 Investigates new product needs with emphasis on lowering cost without affecting quality.
  • 6.7 Meets with sales people to find out new products that may reduce cost or enhance surgery.
  • 7. Maintains division patient care areas stock room inventory within established parameters.
  • 7.1 Checks stock inventory levels daily/weekly and restocks as necessary.
  • 7.2 On a monthly basis identifies infrequently used items and makes recommendations for adjustment to inventory par levels accordingly.
  • 7.3 Ensures maintenance of established inventory par levels for all items in stock locations with input from Supervisor, Team Coordinators and usage data.
  • 8. Ensures specialty items availability for case-procedure preparation.
  • 8.1 Assists Specialty Team Coords. in procuring case-procedure special item requirements to ensure availability of special items on the day of the surgery.
  • 8.2 Follow up status of specialty items orders and communicates problems to appropriate individual to resolve problems promptly, before they escalate.
  • 8.3 Assists supervisor with processing of materials and equipment on consignment.
  • 9. Maintains and supports the inventory management systems.
  • 9.1 Works collaboratively with Supervisor, staff and Team Coordinators to maintain accurate information of item location in the computer database.
  • 9.2 Informs MIS Coordinator of any changes made to item file locator system to assist with computer system update.
  • 9.3 Participates in customer service satisfaction improvement plan. Proactively helps supervisor design and implement improvement plan.
  • 9.4 Compiles monthly reports of implant cost and usage to the CSM and Materials Manager.
  • 9.5 Assists in training of Anesthesia Technicians.
  • 10. Utilizes budgeted resources judiciously.
  • 10.1 Completes time record accurately.
  • 10.2 Obtains prior authorization for overtime hours; supervisor validates overtime and prepares written justification.
  • 10.3 Maintains records of obsolete items removed from circulation and returns items to vendor according to policy as credit can be issued.
  • 10.4 Assists supervisor in monitoring materials and instrument usage and waste.Waste is documented,investigated and if need be adjusted down.
  • 10.5 Proactively identifies skill deficits and training needs to increase skills. Provides written copy of plan to supervisor for input.
  • 10.6 Ensures accuracy of data input for Lawson, Charge Code Master on a daily basis recording appropriate charges for procedures performed and supplies consumed. Proactively communicates changes to appropriate departments.
  • 11. Coordinates location code system development application.
  • 11.1 Assists with development and implementation of location code systems with Team Coordinators.
  • 11.2 Ensures that location codes are recorded in the item life for all supplies, procedure packs and disposable equipment.
  • 11.3 Ensures that codes are updated,templates and PDAD''s adjusted,budget adjusted when supplies are moved.
  • 11.4 Periodically generates resource location reference books for staff use with easy access.
  • 11.5 Performs inventory for their responsible departments on a yearly basis.
  • 11.6 Performs preparations for yearly inventory including recruitment of labor.
  • 12. Monitors surgeon case load (historical, current and prospective) necessitating implants, prostheses and pacemakers orders, etc.
  • 12.1 Responds to surgeon''s requests through Team Coord. Within two working days per established policies and procedures.
  • 12.2 Informs supervisor of supply/equipment costs changes that affect their service within 24 hours of receipt of information.
  • 12.3 Pro-actively identifies trends and makes recommendation to fulfill customer needs that are balanced with Hospital/SBU goals and objectives.
  • 13. Performs other related duties as required.
  • 13.1 Assist with special projects as assigned by supervisor.
  • 13.2 Performs other duties as required as assigned by supervisor.
  • 14. Completes non-therapeutic functions under the direction of MD, PA, APRN or RN.
  • 14.1 Remove medication(s) from the pneumatic tube system sent from the Pharmacy or Hospital Supply to the unit/patient care area.
  • 14.2 Immediately deliver the medication(s) from the pneumatic tube system to the appropriate Registered Nurse, Physician, Nurse Practitioner, Physician Assistant or other appropriate licensed practitioner.
  • 14.3 Order IV solutions available from Hospital Supply appropriate for the patient care area to meet established par levels.
  • 14.4 As directed by a Registered Nurse, Physician, Nurse Practitioner, Physician Assistant or other appropriate licensed practitioner, remove IV solutions from the patient care area''s clean utility room and immediately deliver to the appropriate licensed practitioner.
  • 14.5 As directed by a Registered Nurse, Physician, Nurse Practitioner, Physician Assistant or other appropriate licesnsed practitioner, stock IV solutions in the patient care area''s clean utility room.

    Other information:

    High school diploma or equivalent required .Associates Degree or Bachelors Degree helpful
    Three years experience in medical center or health care related field required, Materials inventory experience preferred.
    Advanced computer/math skills required.
    Each stocking location(defined as procedure room, birthing room,operating room ,supply room, resuscitation room, supply cart, doctors cart, exchange cart, suture cart, inner cores, case cart picking area, CS stock locations, additionally all things listed in annual inventory) must have a thorough list and parr level for PDAD, QSite , and Paper manual for Nursing/administration
    Must be able to use hand helds and thoroughly understand multiple independent materials systems and their limitations .Must have exceptional communication skills with thorough follow thru to ensure right product gets to the right place on time.
    While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk and hear. The employee is frequently required to reach with hands and arms. The employee is also required to stand and walk. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and color vision. The noise level in the work environment is usually moderate.

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    Job Info

    Job: 2001

    Department: Perioperative Svcs Admin
    Category: Supply/procurement
    Status: Full Time
    Shift: DAYS
    Hours: 40.00

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