Instrument Tracking Coordinator

Full-Time 40 hours

Hours are from 8 a.m. to 4:30 p.m., Monday through Friday.

It may be necessary to work weekends or stay late during the week to meet the needs of the department's special projects.

Provide support and coordination regarding instrument management functions to include purchasing, inventory, repair and maintenance, and tracking system maintenance. This individual must also ensure a collaborative working relationship with the customer and manage instrumentation for multiple departments.

• Responsible for managing the customer budget related to instruments, ensuring solid communication regarding budget adherence, and proposing budget modifications for inventory replacements and additional inventory needs.
• Inventory up to 3M instruments and thousands of sets.
• Manage missing instrument, device, and product processes.
• Order instruments and products as needed.
• Identify reasons for missing instruments and implement process improvements to reduce missing items.
• Manage customer inventory.
• Maintain a par level of backup inventory necessary for replacement of missing and broken instruments.
• Cross‑reference instruments between different manufacturers when necessary.
• Manage instrument and device repair and maintenance program.
• Implement and maintain instrument and device tracking for items sent out for repair to ensure efficient follow‑up and knowledge of the status of repairs, outstanding purchase approvals, and status spreadsheets.
• Ensure that instrument sets are regularly rotated for inspection and refurbishment.
• Ensure instrument/device repairs and maintenance are managed to control operating expense while meeting surgical demands.
• Ensure a process is in place to return repaired or new instruments/devices to the correct location, tray, or staff members in a timely manner.
• Develop work instructions for all activities within the instrument/device repair and maintenance program.
• Develop proper and timely communication channels so that CS and Perioperative departments are aware of repair and maintenance status.
• Receive and send out instruments/devices requiring repair and maintenance and work with vendors to ensure quality work is performed.
• Perform proactive maintenance inspections for all surgical devices.
• Perform care & handling in‑services for OR and SPD/CSS staff as needed.
• Provide on‑site support and communication to assigned facilities, focusing on cost savings by ensuring all surgical tools function properly for their intended purpose.
• Collaborate with system administrator, director of perioperative, OR team, perioperative team, leaders/coordinators, and SPD manager to plan and implement updates to count sheets, preference cards, tray reconfigurations, and inventory lists; also review and reset appropriate care and handling processes.
• Maintain and update instrument tracking system (when applicable/assigned).
• Act as instrument management system super‑user able to maintain system data, troubleshoot, and train others.
• Develop and modify instrument count sheets and adjust count sheets as needed for new/replacement instruments or other requested changes.
• Research and maintain accurate cleaning and sterilization instructions attached to instrument sets in the system.
• Add and maintain instrument and set photos in the system.
• Act as gatekeeper of the system by approving and adding new users and giving only necessary access.
• Provide training to required staff on system functionality and usage.
• Develop work instructions on the use of the system and assist in training and compliance with such instructions.
• Provide expertise and knowledge in all aspects of the system’s functionality.
• Maintain system data accurately and timely.
• Manage and maintain required sterilization assurance materials and supplies for departmental needs.
• Document daily cost savings initiatives, with total monies saved, and report potential barriers to implementation.
• Communicate daily with the SPD Manager and support teams to ensure customer needs are met daily and any issues are resolved promptly.

HS GRAD/EQUIVALENT

• Surgical Tech certification. OR experience.
• Associate’s degree or equivalent education/experience of 5 years with surgical instruments.
• Knowledge of instrument tracking software such as SPM.
• Customer service experience.
• Certified Instrument Specialist through Healthcare Sterile Processing Association (HSPA) or Certification Board for Sterile Processing and Distribution (CBSPD).