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.
The OR Materials Management (ORMM) Supervisor is responsible for the successful daily operations of the department in addition to advancing strategic and financial goals in a cost effective manner to maximize existing resources. Manages all supply staffing issues of direct reports. Provides supervision of inventory-level maintenance by ensuring that orders, issues, receipts, and returns are performed correctly by all ORMM staff. Assumes ultimate responsibility of environment of care (EoC) issues through staff training, rounding, and Sentact survey participation in all areas owned by ORMM. Understands and supervises each functional component of materials staff tasks and makes thoughtful decisions to delegate additional tasks as appropriate. Assumes the responsibility of assigning supplies and/or service lines to supply coordinators, establishes par levels and monitors par -level compliance. Proactively identifies opportunities and develops and implements plans to achieve expense reduction initiatives and reports progress to the OR Materials Manager. Schedules and supervises all OR supply distribution activities and ensures customer satisfaction. Enforces the vendor policy and delegates the authority to do so to supply staff. Oversees the implementation of new technology and product conversion. Maintains a working knowledge of IT systems in use by the OR and provides support and guidance to direct reports regarding its proper use.
- 1. Maintains supervisory control of direct reports by proactively managing work schedules, call-outs, personal time off coverage, performance evaluations, rounding, Kronos and Healthstream annual competencies.
- 2. Supervises ORMM staff in their daily procurement operations to include par-level compliance, order placement, order receipts, stock put-away, cycle counts, par counts and monitors new technology for all supply staff (assistants and coordinators) within assigned site.
- 3. Builds and maintains strong working relationships with materials management customers through regular and ongoing meetings, rounding, development and reporting of performance measures/ KPI's, completion of RCA's as appropriate and follow through on any reported negative customer experience.
- 4. Assumes responsibility for overseeing the proper use of the QSight inventory management application. Assigns responsibility within QSight to supply staff by directing, supporting and supervising their management of inventory to include maintaining accurate inventory records, details, and levels for all assigned supplies.
- 5. Supervises order management functions, forecasts supply needs and empowers the supply staff to eliminate avoidable stock-outs. Provides support for emergency acquisition situations and coordinates logistical details of obtaining necessary supplies on time.
- 6. Supervises supply staff in their assigned distribution activities and pursues continuous improvements of the distribution of supplies in the OR to identify and implement expense reduction initiatives; provides oversight to OR Room Stocking Program and staff as appropriate.
- 7. Supervises the staff's timely resolution of Accounts Payable issues to avoid institutional credit holds and avoids disruptions caused by any supply outages.
- 8. Enforces the OR vendor policy and holds supply staff accountable for the same.
- 9. Participates in the review of new technology and works within cross-functional teams to reach sound decisions. Fully supports Northeast Purchasing Coalition (NPC), Surgical Non-Labor Committee (SNL), and Equipment & Product Standards Committee (EPS) initiatives by planning, coordinating and implementing all standardization and expense reduction initiatives.
- 10. Assumes ultimate responsibility for training supply staff and ensuring their proper use of the OR's computer systems QSight, Lawson, Terso, MS Office Suite, and others as implemented. Provides coverage of these systems and displays openness for adopting new systems.
- 11. Subject matter expert responsible for the oversight and management of the Bone & Tissue program (B&T), including training and monitoring B&T coordinator, ensuring compliance with TJC and other regulatory requirements. Responsible for managing tissue market withdrawals and recalls of critical equipment and materials.
- 12. Monitors Risk and Safety Management Alert System (RASMAS) alerts and responsible for ensuring recall and alert compliance, mitigation, and follow through with Perioperative Services and Supply Chain Management.
- 13. Responsible for ensuring compliance with Centers for Medicare & Medicaid Services (CMS) Explant requirements, overseeing explant coordinator activities and attending monthly Medical Device Explant Subcommittee Meeting.
- 14. Responsible for direct report competency requirements and evaluation, training, and performance coaching, counseling and disciplinary action as appropriate. Responsible for maintaining department standard work, policy manuals, in accordance with continually evolving regulatory requirements and industry best practices.
- 15. Responsible for the oversight of Surgeon special order supply request process, operationally critical and directly linked to successful patient outcomes.
BS/BA required, MBA or MHA preferred.
Combination of four to six years experience in a Materials Management or Healthcare capacity. Minimum two years direct supervisory experience. Experience in Perioperative services, Interventional Radiology, Catheterization Lab or other hospital department Medical/Surgical supply point of service area is highly preferred. Must have demonstrated knowledge and experience with Good Manufacturing Practices (GMP) Materials Management functions including; Inventory Management, Purchasing, Material Handling, Accounts Payable, Quality Control, Performance Measurements, and Inventory Planning. Must have experience with standard business software to include Microsoft Word and Excel, as well as specific materials management programs such as Lawson, EPIC, and other bar code and/or RFID based tracking systems. Knowledge of federal regulatory requirements for management and storage of materials in a health care environment.
Certified Materials & Resource Professional Certification (AHRMM), Certified Supply Chain Professional (APICS), Six Sigma Green Belt, Six Sigma Black Belt, or LEAN preferred.
Must possess excellent leadership, planning and written and oral communication skills. Must have excellent time management skills and demonstrated ability to prioritize and follow through on completion of operational and project related assignments. Must be familiar with AHRMM standards related to Materials Management. Must be able to operate and instruct others in computer/software operation for data entry, extraction, report generation and information management. Must clearly define, organize, prioritize, and communicate performance expectations and accounatbilities as realted to daily operations and to specific performance improvement initiatives. Must be able to monitor, assess and drive desired performance to established goals, and/or to develop action plans with supply staff to correct deficiencies. Must ensure continual state of readiness for regulatory inspection to include specific materials standards and general environment of care standards, Must implement, monitor and manage systems to ensure product availability prior to scheduled surgery. Monitors compliance with regulatory standards that governed healthcare including but not limited to JCAHO, OSHA, FDA, Department of Health, etc.