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.
Provides management, expertise & structure for the development and implementation of perioperative programs to support the optimal environment of care availability and proper functionality of a technologically advanced inventory of OR clinical equipment & facilities in order to support maximum case volume, OR utilization and surgeon & staff satisfaction. Manages the staff responsible for OR room set up, turnover, and preparation for following cases, which are critical to safe patient care, OR room utilization, operational efficiency and surgeon & staff satisfaction as well as regulatory readiness. Manages full time Technical Associates & Equipment Coordinators in the OR. Directs day to day work of staff in Clinical Engineering and Engineering central departments. Collaborates with central departments in the development of service contracts & schedules for general maintenance of the environment of care. Responsible for the clerical support staff & family liaisons within Perioperative Service Department as well as GI/Preadmission Testing. Ensures positive interactions with patients, family members, medical staff, third party representatives & hospital personnel. Responsible for staff scheduling & call schedules for all of Perioperative Services, for locker management at all YNHH surgical locations and for charge capture for Perioperative Services, which includes Anesthesia, PACU, Perfusion, EAS, OR time, OR supplies & implant and for the development & maintenance of an implant charging process. Maintains a liaison relationship with the SBO, Revenue Department, internal audit & MIS for all charge capture issues including internal & external audits. Supports revenue data needs of ongoing performance improvement projects. Responsible for developing and maintaining departmental policies and procedures for charging. Collaborates with Surgeons, Nursing leadership, Engineering departments, OR management & outside vendors in the process of equipment purchasing, trials, service & repair, room set up & turnover, asset management & capital budget planning and implementation. Manager ensures quality service and responsiveness of facilities/engineering departments and functions, and outside vendor services which include, clinical engineering, plant engineering, facilities group, and subcontracted equipment services. Develops projections and plans and prepares/manages the annual capital budget process for all OR & anesthesia areas. Evaluate emerging technologies, and plans for future equipment requirements, including replacement scheduling. In the performance of job responsibilities, interacts with a broad group of management, staff, vendors & departments within and outside the organization. Ensures functionality of all OR equipment, both fixed and movable, by working with Clinical Engineering, Plant Engineering, & OR support staff in the development and implementation of appropriate support systems. Develops and implements policies, procedures, timelines and schedules, to ensure accountability of staff and adherence to regulatory and organizational requirements for equipment maintenance, storage, set up, and testing and repair. Responsible for coordination of equipment and facilities maintenance, set up and testing of clinical equipment as needed to support operations. Ensures maximum functionality of systems. Ensures integration of OR Biomed software and systems with other departments. Plans and provides or coordinates education, training and development of direct report staff in conjunction with vendors and central departments to ensure that they have a sufficient knowledge base to meet the needs of the OR. Develops and implements systems that will improve the satisfaction of internal and external customers. Leads and/or participates in performance improvement projects and initiatives to include Six Sigma, Lean manufacturing and others.
- 1. TECHNICAL ASSOCIATES (TA)
1.1 Management of daily OR clinical equipment requirements and conflict resolution: Generate and review daily reports/OR schedules identifying clinical equipment requirements for scheduled cases. Identify conflicts or potential problems and review with appropriate OR clinical managers.
1.2 Resolve conflicts through changes to scheduling or advance preparation to ensure availability of alternate equipment communicating with surgeons, anesthesiologists, and other clinicians as necessary.
1.3 Develop and implement systems to track ongoing conflicts to support clinical equipment purchasing decision making and capital budget planning.
1.4 Develop work schedules to meet OR demands for clinical equipment set up and testing.
1.5 Manage the set up and testing of clinical equipment for all OR cases: Ensures availability, set up and proper function of clinical equipment for all scheduled OR Cases.
1.6 Actively identify equipment requirements using EPIC equipment projections reports and/or tool conflict function.
1.7 Proactively identify conflicts and work with APSM and other OR management team members to resolve them.
1.8 Supervise ORTA staff and the off-shift set up and testing of equipment in all OR suites as appropriate to ensure preparation for first cases.
1.9 Supervise and coordinate planning delivery, evaluation, testing, use and return of non-inventoried specialty equipment.
1.10 Design and utilize reports to monitor key critical quality measures Ensuring accurate, timely room set up of all cases, ensuring documented maintenance and repairs, and identifying and minimizing equipment conflicts.
- 2. EQUIPMENT COORDINATORS
2.1 Clinical equipment inventory management: Manage the inventory of OR equipment inventory to ensure availability to meet the demands of the OR. Develop reports from Epic to define & measure equipment requirements & utilization and keep abreast of changes in demand. Develop and implement mechanisms to identify equipment in need of repair, and implement systems for the expeditious repair & return to service of equipment. Develop loaner programs for critical equipment whenever possible & communicate as necessary with all appropriate staff. Participate in capital budget projections & planning to support new programs & surgeons.
2.2 Preventative Maintenance & Repair of Equipment: Serve as department point of contact with Engineering Department shops to ensure that clinical and plant equipment preventative maintenance & repair services are maintained to ensure equipment availability, proper function & patient safety, to support surgeon & staff satisfaction, & to comply with all regulatory requirements. Generate & review monthly performance measures for quality, productivity & staff satisfaction for condition & function of both fixed & movable equipment. Ensure that there is adequate coverage provided by central department to meet the demands of the operating room to include appropriate staffing and scheduling, staff training & education & technical expertise sufficient to accommodate all existing or newly added items. Ensure that CE staff has opportunities for adequate training on service & maintenance of new equipment negotiating provision of such service into purchase agreements.
- 3. 2.3 Manage the development of the annual OR capital budget: Develop and communicate the plan for development of the annual capital budget. Communicate with all areas of perioperative services, clinical & support managers, surgeons & anesthesiologists & provide forms, instructions & timelines for identifying & submitting capital budget requests. Prepare reports from prior year cycle identifying multi-year requests, disposition of, to include coordination with budget & finance, development of a plan & timeline
2.4 Plan & coordinate equipment projects. Manage projects such as planning, evaluation & replacement of monitors, lights & other fixed equipment with clinical engineering department, OR staff, vendors & others. Ensure high quality & timely installation & testing to avoid scheduling conflicts that might compromise the OR schedule.
2.5 Develop & implement systems to manage loaning and borrowing of clinical equipment: Work with
appropriate clinical services, management, scheduling staff, YSC, SRC, & Ambulatory centers staff & other organizations to identify, manage & coordinate loaning & borrowing of equipment as needed.
2.6 Construction projects: Coordinates & leads perioperative services construction projects by developing an understanding of project/clinical goals, researching and defining appropriate clinical equipment requirements, trials of equipment as necessary and purchasing within project timeframes and budgets.
2.7 Technology development: Keeps abreast of clinical equipment technological developments, identifying and tracking current and new platforms, software updates, interfaces, expanded applications, clinical trials and FDA evaluations
- 4. 3. COMMUNICATIONS ASSOCIATES AND FAMILY LIAISONS
3.1 Participates in meetings with external departments as it relates to the clerical support, scheduling process in GI/Preadmission testing and family waiting areas.
3.2 Provides ongoing reports to track customer service standards, quality assurance and employee productivity.
3.3 Incorporates new policies and procedures as it relates to the Perioperative Services department.
3.4 Demonstrates a thorough understanding of all of the functions that relate to the OR, GI, and Preadmission Testing and a global understanding of the hospital as a whole.
3.5 Works with staff to ensure a patient/family, physician and employee experience that exemplifies caring, understanding and overall quality of service. Demonstrates the ability to balance customer service needs for the department.
3.6 Identifies events where the service to a patient/physician was less than optimal then report the events to the appropriate person.
3.7 Support implement changes to enhance Patient/Physician experience.
3.8 Acts as a role model in providing exceptional customer service, balances the needs of the Patient/Physician of the department.
3.9 Contributes to a positive work environment by actively discouraging `we versus they? thinking. Looks for ways to help others, supports their work within the department
3.10 Effectively coordinates the expectation with the clerical supportive staffs when communicating the patient/physician needs with others.
3.11 Coordinates the flow of patients or clinicians to ensure that all aspects of the clerical support process are complete.
- 5. 4. CHARGE CAPTURE
4.1 Responsible for both internal and external charging audits. Responsible for implementing audit recommendations.
4.2 Develops and maintains an implant charging policy and process to include development and implementation of policy to define chargeable vs. non-chargeable items. Plans and conducts appropriate staff in-service on charging policy and processes.
4.3 Assists all departments within Perioperative Services to create and maintain the system?s disaster recovery measures for automated charging processes.
4.4 Coordinates with SBO and revenue to improve charge capture and resolve charging issues.
4.5 Responsible for identifying, implementing and updating perioperative charging policies and procedures.
4.6 Develops dashboards/scorecards for all levels of management within Perioperative Services related to charges.
4.7 Overall responsible for accuracy of Perioperative Services and GI gross charges.
- 6. 5. STAFF SCHEDULING ASSISTANT
5.1 Facilitates the creation of master schedules for each clinical unit in Perioperative Services
5.2 Based on established guidelines, works with unit leaders to assign shifts and call.
5.3 Reviews units staffing grids and block reports to ensure appropriate master staffing schedule.
Bachelor's Degree Required
Minimum of three (3) years experience in leadership and/or technical/professional position within the health care industry. Knowledge of clinical department operations, perioperative services, and/or performance improvement and project management is required. Operational experience related environmental cleaning, infection control, and professional organizational standards. Must have excellent project management skills and be able to demonstrate a history of performance improvements. Knowledge of program development including policies and procedures is necessary. Experience with process improvement techniques such as Six Sigma and LEAN manufacturing highly desirable.
Must possess knowledge of OR clinical equipment and systems, policies, operations, management, and information systems. Must have program development and personal computer skills. Knowledge of OR clinical equipment, both technical and functional, in order to guide and direct work with clinicians to understand specific requirements, evaluate multiple manufacturers products, and guide short and long term capital budget planning. Proficiency and demonstrated effectiveness in analytical thinking and problem solving and implementing new programs related to increased departmental and organizational operating efficiency. Highly effective verbal and written communication skills. Strong leadership skills to manage and direct department operations and engage clinical staff towards the accomplishment of specific goals. Trained in performance improvement techniques such as Six Sigma and LEAN manufacturing. Skilled in directing, monitoring, evaluating and motivating the performance of direct reports and sub-contracted staff. Experience with the development and use of performance measures and reports to monitor and track ongoing department performance. Ability to effectively and independently manage multiple priorities and assigned projects and initiatives.
Position requires standing, pushing, lifting