Supply Coordinator

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New Haven, CT
Aug 24, 2019

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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 OR Materials Manager and the OR Materials Supervisor, the OR Materials Management (ORMM) Supply Coordinator is responsible for managing medical/surgical supplies used by the Operating Room. 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 to ensure high customer satisfaction. Actively reviews and recommends PAR changes in QSight, JIT, and Direct Order stock to ensure the proper level of supply to meet current demand is accurate. Ensures appropriate steps taken to comply with the hospital's Environment of Care (EoC) requirements. Properly executes ORMM vendor policy.

Responsibilities:
  • 1. Performs daily inventory duties; Ordering and receiving supplies ensuring product availability, product expiration sweeps, cycle counts, proper storage, and stock rotation. Reviews the OR schedule and collaborates with designated OR clinical personnel to process any special order requests needed for scheduled surgeries.
  • 1.1. Orders supplies for the basement 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. 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.
  • 1.3. 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.
  • 1.4. Works directly with the Purchasing Department, vendor and receiving to follow up on items that have not been received or are back ordered. Requests substitute products for backordered items. Notifies OR Materials Management of any problems that cannot be expeditiously resolved.
  • 1.5. Establishes labels as appropriate, including description, vendor, catalog #, Lawson # and par
  • 1.6. Inventories, orders and receives inventory using ORMM computer applications such as JIT, QSight and Lawson.
  • 1.7. Applies barcode scanning techniques to re-order product where required.
  • 1.8. Orders and delivers supplies for Pre-Op and PACU from inventory order request form filled out by clinical staff.
  • 2. Actively reviews and recommends PAR changes in QSight, JIT, and Direct Order stock to ensure the proper level of supply to meet current demand is accurate
  • 2.1. Identifies and coordinates the implementation of functional equivalent products or formulary requests.
  • 2.2. Works to establish 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 overstock and deadstock.
  • 2.4. Works with OR Materials Manager/Supervisor to provide information on the cost of functional equivalent supplies, gets samples, coordinates trials and vendor's name and contacts as assigned.
  • 2.5. 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.
  • 2.6. Reviews expired products via QSight reporting. Makes recommendations for standardization, inventory reductions and discontinuation of products.
  • 2.7. Documents wasted implants on the QSight Opened-Not Used report and reports trends to OR Materials Management.
  • 2.8. Uses QSight non-moving inventory reports to proactively identify products which are not currently used so product can be removed from inventory in coordination with nursing leadership.
  • 2.9. 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 managed within QSight in accordance with the QSight Working Manual.
  • 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. Executes and coordinates the routine and emergency procurement and loaning of supplies as required for scheduled surgery and follow up with ORMM to identify ways to minimize future occurrences.
  • 4.1. Contacts vendors to coordinate timely, efficient procurement of supplies not stocked in the Operating Room as requested or needed. Locates, acquires and ensures delivery of appropriate supplies as requested by nursing management, OR Materials Manager or Service Line Leads.
  • 4.2. Adheres to Special Order Policy process
  • 4.3. 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.
  • 5. Demonstrates thorough understanding of the ORMM Vendor Policy by appropriately triaging all visits to the OR by vendor and ensures appointments were established.
  • 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 Vendor Log and recommends issuing a photo ID for frequent visitors. Discusses with ORMM.
  • 5.4. 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. Removes supplies from shelves, cleans shelves and checks for outdated supplies, placing outdated supplies in the Outdated bin.
  • 6.4. Coordinates maintenance of Environment of Care by initiating repair requests via Fusco Management 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 to ensure supplies closest to expiration are used first.
  • 6.7. Maintenance of general storeroom conditions to include doors being secured, trash not overflowing, bulbs replaced as necessary, etc.
  • 6.8. Participates in Hazardous Waste education.
  • 6.9. Properly packages hazardous waste for pick up by Stericycle vendor.
  • 6.10. Removes full sharps containers for Endoscopy suite, replenishes with empty container and packages for pickup/disposal by vendor.
  • 6.11. Picks surgical cases for same day add on's and next day surgical schedule.
  • 7. Performs coverage as needed for the Bone & Tissue regulatory requirements to include receiving, reconciling packing slips and implanted items, verifying integrity of the shipped items, logging serial/lot numbers into QSight, complying with audits and assisting Accounts Payable.
  • 7.1. Receives Bone & Tissue products, verifies packing slips of shipped product and integrity of shipper per the Bone & Tissue issuing and receiving policy guidelines.
  • 7.2. Accurately logs serial/lot numbers into QSight via Inventory Add function.
  • 7.3. Contacts the QSIGHT analyst to 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 inventories in accordance with the respective working manuals.
  • 8. Assumes responsibility for professional growth and development.
  • 8.1. 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.
  • 8.2. Actively participates in any defined cross-training/coverage programs in other areas of the department as requested or required.
  • 8.3. 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 invoicing or accounts payable issues to resolve 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

    Other information:

    EDUCATION:

    High School diploma, college preferred.

    EXPERIENCE:

    Minimum of 3 years working with Operating Room Medical/Surgical Supplies in an OR, 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, EPIC, QSIGHT and Lawson applications preferred. Experience with Federal regulatory requirements such as handling Bone & Tissue products preferred. .

    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 availability prior to scheduled surgery dates. 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 OR Supplies. Accountable for the availability of all OR Med/Surg. Supplies in sufficient quantity when and where needed. Uses third party computer applications such as QSight to receive, 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 Periop Service Line Coordinators, Patient Service Managers, Assistant Patient Service Managers, Charge Nurses, Surgeons Offices, department staff and a multitude of vendors in processing special orders for products and managing supply inventories in the OR. 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 perioperative department and wears surgical attire around supplies. 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: 11335

    Department: HVC IR Labs YSC
    Category: Non - Clinical Other
    Status: Full Time
    Shift: DAYS
    Hours: 40.000

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