Reports to the Central Sterile Manager. Coordinates supply chain logistics related to Central Sterile and Surgical Services including Surgery based Environmental Services and all par locations. Responsible for completing multiple aspects of inventory processes: ordering, receiving, monitoring, tracking, controlling and distributing inventory. Works with clinical staff, management and physicians, to assure accurate, timely and appropriate levels of inventory are maintained for safe and cost effective clinical and business operations. Manages, reviews, scans, sets appropriate par levels and monitors for outdates for all assigned locations. Routinely works with vendors, Materials Management, Distribution, Clinical Team Leads, department staff and Surgical Services Management to promote effective and efficient charge capture to our patients. Ensures hospital patient confidentiality guidelines.MISSION, VALUES and SERVICE GOALS
MISSION: We deliver outstanding care, inspire health, and connect with heart.
VALUES: Trust. Respect. Integrity. Compassion.
SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.
Researches, plans, organizes and coordinates the timely replenishment of materials and supplies by:
Maintaining a level of available inventory which is cost effective and free of outdates and obsolescent product by continually checking, updating, and rotating stock.
Working closely with Purchasing and vendors to achieve desired delivery and costs of products for all inventory locations in Central Sterile and Surgery.
Assuring automated processes run correctly in PeopleSoft. Runs stock replenishment processes manually in PeopleSoft when needed.
Working with the Surgical Value Analysis Committee to research and present recommendations regarding products from a total cost perspective.
Assisting with data administration to maintain an effective cost and inventory control system for stock, non-stock and special order items.
Assisting in setting standards of quality by tracking purchase orders for proper receiving of products received as well as maintaining standards of inventory control through data entry of issues, returns, and adjustments for clinical par units. Investigating discrepancies in a timely manner.
Updating of clinical par level assessments of cart inventory sheets on an ongoing basis in collaboration with the Manager and Clinical Directors.
Assisting as needed with identification of product for appropriate reimbursement.
Assisting with Training and educating new and existing staff on the functions of computer systems (including labels, reports, search, bin locations, and item master viewing).
Performing functions associated with stock put-away and filling of stock requisitions as needed.
Inventory Control:
Maintains high level of working knowledge of the required supplies in Central Sterile and other defined inventory locations within the organization.
Maintains a clean, organized, uncluttered area through the orderly storage of incoming product to protect hospital staff and assets.
Performs routine and timely maintenance on the People Soft system to accurately reflect the physical layout of Central Sterile. Communicates any location changes to the Informatics team for system correction.
Effectively assesses by scanning, or using analytical tools and skills to replenish necessary surgery related supplies and accurately define par levels to maintain product.
Effectively understands the different business unit set ups in the Material Management System as it relates to replenishment of supplies direct from vendor to all inventory locations, and direct from materials departments.
Performs routine and timely assessment for the replacement of expired product in all defined inventory locations.
Maintains ownership, coordinates with, and/or suggests improvements to support more efficient placement of supplies and repl enishment for clinical staff and process workflow.
Effectively run and analyzes reports from multiple systems to perform routine analysis to identify the use of specific inventory and non-inventory related supplies to assist in setting par levels and replenishment processes.
Offers assistance and support to clinical staff in replenishing special order supplies as requested by team leaders for planned procedures.
Communicates with the Purchasing department regarding the status of incoming product.
Works with Materials and/or vendors to solve delivery and order problems to expedite the receipt of supplies, including back orders, incorrect shipment and incomplete shipments.
Maintains adequate levels of unexpired supplies for delivery by:
Maintain a clean, uncluttered, and organized area through the orderly storage of supplies to protect personnel and hospital assets.
Verifying expiration dates on products.
Rotating and maintaining par levels of inventory.
Delivering supplies as needed in response to customer requests.
Coordinating activities associated with house-wide inventory counting events by:
Ensuring all count sheets have been updated and are accurate.
Performing appropriate PeopleSoft business unit pre-count and post-count steps.
Inputting and audits count sheets to ensure accuracy and completion of inventory.
Researching all inventory count discrepancies.
Providing recommendations for better inventory counting events and inventory control.
Supports the Management team by:
Developing and maintaining constant communication of inventory related updates to end users by establishing effective working relationships with ancillary/support department staff and managers.
Seeking resolutions to out-of-stock, substitute products situations and updates supervisor as necessary.
Assisting in the development, implementation, evaluation, and processing of delivery schedules, case cart, and physical inventory procedures.
Coordinating the borrowing of supplies from area hospitals and completes the necessary paperwork associated with such transactions.
Participating in unit/hospital activities related to aspects of job function.
Disbursing appropriate paperwork to the proper department(s), completing the mailing and filing of documents as required and purges files as necessary (monthly and year end).
Providing customer service in person and by phone, handling inquiries associated with par level quantities, product(s) on order, to be received and back ordered.
Communication and Education:
Attends computer related training sessions, workshops and meetings when relevant.
Proactively sets up informative Education and Experience
The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma. A bachelor's degree is preferred. A minimum of 1-2 years in a materials management/inventory control environment or five years in a related healthcare environment is required; 3-5 years in materials management is preferred. Demonstrated leadership experience is preferred. Knowledge of medical supplies, products and equipment is highly desirable.
Knowledge & Skills
Requires an in-depth understanding of how business units function and inventory control to perform the essential functions of the position with minimal supervision.
Demonstrates the quantitative, analytical, critical thinking, decision making, and organizational skills necessary to perform the essential functions of the position in a timely manner; including and intermediate level of spreadsheet (i.e., MS Excel) knowledge as an analysis tool to generate and evaluate reports.
Demonstrates the interpersonal and communication skills (both verbal and written) necessary to articulate ideas clearly and concisely to effectively interact in a variety of situations with all levels of management, vendors and other staff members. Also requires the ability to maintain positive working relationships.
Demonstrates the independent judgment necessary to adapt standard methods of practice to meet variations in fact and / or conditions.
Demonstrates knowledge of materials operations and systems and processes.
Demonstrates the skills necessary to use medical terminology and medical abbreviations and understand their meanings.
Working Conditions
Works in a fast-paced, quality-focused, multi-priority environment that frequently deals with stressful situations and deadlines.
Works in a distribution/processing/environment and receiving dock area sometimes requiring physical exertion and time demands.
Must be able to work for long periods of time either in front of a computer.
Must be able to work for long periods of time in sterile areas that require specific attire and the ability to be on your feet.
May be exposed to bio-hazards, unpleasant orders or sounds and high noise levels.
Physical Demands
Requires the physical ability and stamina to perform the essential functions of the position. This includes frequent standing, walking, climbing bending, lifting and moving boxes weighing up to 50 pounds. It also includes the ability to manipulate objects with hands and fingers, reaching above, in front of and below waist level, stopping and bending at the waist as well as the use of carts and other conveyances for prolonged periods of time.