Supply coordinator

Overview

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.

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.

EEO/AA/Disability/Veteran

• Perform daily inventory duties; ordering and receiving supplies ensuring product availability, product expiration sweeps, cycle counts, proper storage, and stock rotation. Review the OR schedule and collaborate with designated OR clinical personnel to process any special order requests needed for scheduled surgeries.
  • Order 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.
• Actively review and recommend PAR changes in QSight, JIT, and Direct Order stock to ensure the proper level of supply to meet current demand is accurate.
  • Identify and coordinate the implementation of functional equivalent products or formulary requests.
• Maintain accurate inventory records, details and levels for all products managed within QSight in accordance with the QSight Working Manual.
  • Perform 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.
• Execute and coordinate 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.
  • Contact vendors to coordinate timely, efficient procurement of supplies not stocked in the Operating Room as requested or needed. Locate, acquire and ensure delivery of appropriate supplies as requested by nursing management, OR Materials Manager or Service Line Leads.
• Demonstrate thorough understanding of the ORMM Vendor Policy by appropriately triaging all visits to the OR by vendor and ensuring appointments were established.
  • Verify that all non-photo  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.
• Ensure 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.
  • Keep all boxes off floor on pallets or wire racks.
• Perform 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.
  • Receive Bone & Tissue products, verify packing slips of shipped product and integrity of shipper per the Bone & Tissue issuing and receiving policy guidelines.
• Assume responsibility for professional growth and development.
  • Participate in educational seminars or programs to improve materials management skills and performance. Attend in-services of new products to enhance product understanding and provide increased staff satisfaction.
• Work in cross-functional teams to determine the cause and appropriate resolution of invoicing or accounts payable issues to resolve and proactively manage vendor relations.
  • Respond to inquiries from various YNHH departments in a timely manner.

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,…