Supply Coordinator - GI Procedure Clinic

New Haven, CT
Dec 5, 2018

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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.
EEO/AA/Disability/Veteran
Summary:
Under the direction of the PED Supervisors, the ED Supply Coordinator is responsible for ordering and managing medical/surgical and clerical supplies used by all cost centers reporting to the PED leadership team. This includes the inventory, ordering, receipt, stocking and processing of all materials. Maintains inventory records of supplies on hand, ordered and received. Coordinates the borrowing of supplies/emergency supplies to ensure high customer satisfaction. Actively establishes, reviews and recommends par changes in PDAD to accomplish inventory reduction initiatives. Responsible for the timely and accurate review and processing of patient charges to ensure enhanced revenue to the hospital. Helps to maintain an accurate Lawson database. Ensures appropriate steps taken to comply with the hospital's environment of care requirements within to include removing expired products from the supply areas and clean/organized work areas.
Responsibilities:
  • 1. Daily inventories, orders, and receives shelf supplies in the storerooms ensuring stock availability at all ED locations. Collaborates with ED Leaders to process any special order requested.
  • 1.1. Orders supplies for the Storeroom to maintain appropriate levels of stock in all supply areas based on either established par levels within the Lawson PDAD, QSight application or established par sheets.
  • 1.2. Receives supplies, verifies orders for completeness and neatly stores items in proper areas adhering to JCAHO standards within one hour of receipt. Follows up with Purchasing/ Receiving to resolve any discrepancies. Notifies OR Materials Management as appropriate.
  • 1.3. Processes necessary paperwork for return goods authorization of either damaged, incorrect or excess stock to the storeroom and Purchasing Department for credit within 48 hours of receipt.
  • 1.4. Processes paperwork to return goods authorization of special ordered items not used and generates a PO for Bill Only supplies within 72 hrs. of surgery. Documents case number on req.
  • 1.5. Works directly with the Purchasing Department, vendor and receiving to follow up on items that have not been received or are back ordered. Provides information on possible substitutions. Notifies Cluster Coordinator and OR Materials Management of any problems that cannot be expeditiously resolved.
  • 1.6. Establishes labels as appropriate, including description, vendor, catalog #, Lawson # and par
  • 2. Actively uses PDAD and reports to establish, review and recommend par changes to accomplish inventory/cost reduction initiatives.
  • 2.1. Identifies and coordinates the implementation of functional equivalent products or formulary requests in collaboration with Cluster Leader's, Administrative Coordinator and Purchasing Department.
  • 2.2. Works to establish minimal par levels to increase inventory turns taking into account usage, lead time and purchase units of measure by utilizing QSight historical reporting tools and executing par optimization initiatives.
  • 2.3. Adheres to established par levels while remaining focused on reducing and eliminating overstock.
  • 2.4. Works with OR Materials Management/Cluster Coordinators to provide information on the cost of functional equivalent supplies, gets samples, coordinates trials and vendor's name and contacts as appropriate.
  • 2.5. Proactively suggests adjusting par levels based upon QSight utilization data for each supply area to minimize storeroom inventories. Notifies OR Materials Management of any unusual trends.
  • 2.6. Makes recommendations for policy changes that will improve service, reduce costs or increase efficiency of operations. Identifies and offers input and suggestions for department and hospital-wide cost containment documenting progress in this area.
  • 2.7. Reviews expired products via QSight reporting. Makes recommendations for standardization, inventory reductions and discontinuation of products.
  • 2.8. Documents wasted implants on the QSight Opened-Not Used report and reports trends to OR Materials Management.
  • 2.9. Uses QSight non-moving inventory reports to proactively suggest products to be reviewed with CSC that do not move so product can be removed from inventory.
  • 2.10. Uses QSight to manage consigned inventory by ensuring products are identified as consigned, their par levels are consistent with vendor agreements and inventories are reconciled monthly with the vendor.
  • 3. Maintains accurate inventory records, details and levels for all products.
  • 3.1. Performs setup functions within QSight to assign and identify consignment status, implant status, inspection requirement, price, par level, Lawson number, location, lot number tracking requirement and the contents of count sheets for all products assigned via a description alias.
  • 3.2. Manages the Alerts page for low stock, expired, expiring, backordered and recalled products.
  • 3.3. Performs routine cycle counts on all assigned products and ensures accurate inventory levels prior to placing order requests in QSight.
  • 3.4. Utilizes QPAR to document the contents of storage locations and generate profiles.
  • 3.5. Adds assigned products to QSight using the Inventory Add function. Ensures each add is done correctly by verifying lot numbers and expiration dates. Creates barcode labels when necessary and affixes QSight sticker to each product added to the system.
  • 3.6. Runs routine reports in QSight to identify non/slow-moving inventory, identify expiring and/or expired inventory, identify and locate recalled products and other reports as necessary.
  • 3.7. Requests orders in QSight via low stock alerts or the QSight search function while adhering to par level limitations.
  • 3.8. Maintains workable familiarity with utilization documentation via QSight encounters in order to provide as needed support to clinical customers.
  • 4. Provides customer service to ED staff to assist with locating supplies in the storeroom. Executes and coordinates the routine and emergency procurement and loaning of supplies and equipment as required for services and follows up with ED Management to identify ways to minimize further incidents.
  • 4.1. Contacts vendors to coordinate timely, efficient procurement of emergency supplies not routinely stocked in the Operating Room as requested or needed. Locates, acquires and ensures delivery of appropriate supplies and/or equipment as requested by Cluster Leader, OR staff or Administrative Coordinator.
  • 4.2. Assists OR staff with locating or identifying supplies in the storerooms ensuring that at least one (1) person is present at all times during working hours. Adherence to scheduled breaks and lunch schedules maintaining at least one (1) Supply Coordinator in supply room at all times.
  • 4.3. Coordinates lending/borrowing of medical/surgical supplies and/or equipment from area hospitals as necessary adhering to the equipment/supply loan policy and procedure. Logs all events, reports monthly to ORMM. Completes loan form for all items and copies appropriate Managers.
  • 4.4. Thoroughly researches all RASMAS alerts and responds in a timely manner. Immediately notifies OR Materials Management whenever products used in the OR fall under the recall alert. Pulls inventory as appropriate and signs off on all alerts.
  • 4.5. Adheres to Special Order Policy ensuring return fax to requestor, vendor, contact, receipt verification 48 hours prior to case.
  • 4.6. Utilizes the "Cross Charge" form for all supplies that are loaned to other departments within the hospital. Reviews forms for completeness so user areas can be expensed for the borrowed supplies. Submits summary at months end to Accounts Payable for processing and appropriate credit of expenses to the OR cost center.
  • 5. Assumes responsibility to assist with the securing and monitoring of equipment.
  • 5.1. Verifies that all NON-PHOTO ID vendors have an appointment, are properly signed in and have appropriate completed paperwork before issuing a dated sticker allowing access into the OR. No cold calls allowed.
  • 5.2. Notifies ORMM of vendors requesting access and are denied without proper clearance.
  • 5.3. Reviews all charges/bills and will not process bills for new items that have not been approved by ORMM.
  • 5.4. Reviews Vendor Log and recommends issuing a photo ID for frequent visitors. Discusses with ORMM.
  • 5.5. Verifies that all vendors have signed authorization for any new equipment/supplies/instruments and that have signed authorization for presence in OR Suite on file.
  • 5.6. For NON-PHOTO ID vendors, issue YNHH One-Day ID sticker completing vendor name, company name and date. If vendor is approved to enter OR suite, Pavilion and OR room number must be written in lower right corner of sticker. If not approved to enter OR suite, an ?X? is to be placed in that area. If new technology product approved to be used, the name of the product must be written in the lower left corner of the sticker. If no new technology product is requested, an ?X? is to be placed in that area.
  • 6. Ensures appropriate steps taken to comply with the hospital's environment of care requirements to include removing expired products from the supply areas and clean/organized work areas.
  • 6.1. Keeps all boxes off floor on pallets or wire racks.
  • 6.2. Maintains eighteen (18) inch clearance of supply from ceiling
  • 6.3. On a monthly schedule, removes supplies from shelves, cleans shelves and checks for outdated supplies, placing outdated supplies in the ?Outdated? bin. After completing monthly outdate check off, signs SPOR outdates sign off sheet as per department policy.
  • 6.4. Coordinates maintenance of environment of care by initiating repair requests via Service Response Center at 688-9000 and follows through to ensure timely completion.
  • 6.5. Empty boxes are placed on rack truck and removed from area as appropriate, or by end of shift keeping corridor clear at all times.
  • 6.6. Rotates stock using FI-FO method.
  • 6.7. All postings must be in sheet protectors or laminated. No paper is to be taped to walls.
  • 6.8. Maintenance of general storeroom conditions to include doors being secured, trash not overflowing, bulbs replaced as necessary, etc.
  • 6.9. No food or drinks are to be consumed or stored in the work area.
  • 6.10. Music is allowed to be played at low levels as not to disturb fellow employees or interrupt phone calls or conversations with customers.
  • 7. Performs coverage as needed for other projects and initiatives that impact the delivery of patient care.
  • 7.1. Receives bone/tissue and LVAD products, verifies packing slips of shipped product and integrity of shipper
  • 7.2. Accurately logs serial/lot numbers into QSight via Inventory Add function.
  • 7.3. Reconciles implanted items by nursing to the item issued from the storeroom
  • 7.4. Assists with audits from reimbursement and regulatory agencies along with the Blood Bank.
  • 7.5. Performs management of Bone & Tissue and LVAD inventories in accordance with the respective working manuals.
  • 8. Assumes responsibility for personal /professional growth and development, the training and development of other staff and the evolution of services in the department.
  • 8.1. Actively participates in the training and orientation of new staff documenting competency of trainee.
  • 8.2. Participates in educational seminars or programs to improve materials management skills and performance. Attends in-services of new products to enhance product understanding and provide increased staff satisfaction.
  • 8.3. Actively participates in any defined cross-training/coverage programs in other areas of the department as requested or required.
  • 8.4. Responsible to keep current with all mandatory training requirements and yearly PPD testing.
  • 9. Works in cross-functional teams to determine the cause and appropriate resolution of supply maintainence issues and proactively manage vendor relations.
  • 9.1. Responds to inquiries from various YNHH departments in a timely manner.
  • 9.2. Uses all technology platforms available to investigate issues including Lawson, QSight, Epic, and other applications as necessary.
  • 9.3. Contacts vendors as appropriate to maintain relationships and reduce under- and missed payments
  • 10. Is knowledge in the ordering and managment of outside purchase ordering and the implementation of supply charge capture associated with new products.
  • 10.1. Inventories, orders and receives inventory using ORMM computer applications such as SIMS and Lawson.
  • 10.2. Applies barcode scanning techniques to re-order product where required.
  • 10.3. Adjusts par levels in the SIMS system or Lawson to reflect accurate levels of inventory necessary to manage the cabinets
  • 10.4. Accurately stocks instrumentation trays for various implantable items such as plates, screws, drill bits, and taps and assumes responsibility for completeness and making trays available for sterilization.
    Other information:

    EDUCATION:

    High School diploma, college preferred.

    EXPERIENCE:

    Minimum of 3 years working withMedical/Surgical Supplies in ED environment, CSS or Materials Management capacity. Experience with purchasing, accounts payable, and patient billing is preferred. Must be familiar with Materials Management Functions of inventory, ordering, receipt and stocking, review of usage report data and development of appropriate PAR levels. Experience with Microsoft Word, Excel, and Lawson. Experience with ordering, receiving, re-stocking, and managing pars of all supplies required for services in all cost centers reporting to PED leadership.

    SPECIAL_SKILLS:

    Must be able to operate a computer for data entry, extraction, report generation and information management. Skills required in researching individual supply requirements and developing plans to ensure product available based on ED surge demands. Must be able to perform calculations to establish pars based on usage history. Needs to be familiar with Microsoft Applications such as Word, Powerpoint and Excel.
    ACCOUNTABILITY:

    Responsible for timely and accurate execution of inventory, order, receipt, stocking and management of ED and CC transport Supplies. Accountable for the availability of all Med/Surg. Supplies in sufficient quantity when and where needed. Uses 3rd party computer applications to order and manage PAR levels on designated products to ensure on hand values of inventory. Prepares and completes all required Materials Management Reports as required and compilation of statistics as needed. Maintains Environment of Care initiatives in supply locations including expiration date checking, cleanliness of storage locations and fire code clearance of stocked goods.
    COMPLEXITY:

    Must be able to work with other ED and Cluster Supply Coordinators, MD partners, departmental staff and a multitude of vendors in processing special orders for products and managing supply inventories in the ED and for CC transport. Must have excellent organizational skills, written and verbal communication skills. Must be able to function in a high stress environment. Must have computer skills including the ability to navigate different applications at the same time.
    PHYSICAL_DEMAND:

    Works within the Emergency department physical environment while clinical care is being rendered. Must be able to lift boxes up to 50lbs. Must be able to stand, squat and walk for prolonged periods of time. Must have the ability to push supply trucks up to 500 lbs.

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    Job Info

    Job: 3136

    Department: GI Procedure Clinic
    Category: Non - Clinical Other
    Hours: 40.00

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