I. JOB TITLE: Surgical Supply Chain Coordinator
RICE MEMORIAL HOSPITAL
JOB DESCRIPTION AUDIT
I. JOB TITLE: Surgical Supply Chain Coordinator
II. DEPARTMENT: Materials Management
III. PERSON(S) CURRENTLY OCCUPYING THE POSITION: Vacant
IV. JOB SUMMARY: Coordinates and supports the supply chain functions in procedural areas (OR, Endoscopy, IR, etc.). Responsible for assisting with the building, implementing, maintaining and directing all supply chain related activities within procedural areas. Assures that supplies and equipment are ordered, received and readily available for clinical staff and physicians in the procedural areas. Maintains inventory levels in the procedural areas that are efficient and effective in order to ensure that proper supplies are available for current and future needs . Keeps record of these inventory levels. Works in partnership with procedural areas and physicians to assure compliance with group purchasing contracts. Works with vendors/suppliers to ensure that organizational and departmental policies are followed.
V. JOB RELATIONSHIPS:
A. REPORTS TO: Director/Manager Materials Management
B. SUPERVISES: None
C. INTERRELATIONSHIPS WITH: Departmental Directors, Materials Management, Surgical and Endoscopy staff and providers, vendors, Finance Department, Information Systems
VI. HOURS OF WORK: Weekdays
VII. DRESS CODE: Business Casual/Scrubs
VIII. ESSENTIAL REQUIREMENTS OF WORK (Minimum qualifications necessary to function at full productivity).
A. EDUCATION AND TRAINING: Minimum Required: AA/AS degree or equivalent, Bachelor’s degree preferred, Certified Materials Resource Professional (CMRP)
B. EXPERIENCE: Required: 2-3 years experience in at least one of the following fields: Operating Room, Healthcare Materials Management, Surgical Technology, OR Circulating RN.
C. JOB KNOWLEDGE (Specific): knowledge of medical terminology, surgical supplies and instrumentation, computers, office equipment, Microsoft Office and Excel.
D. PERSONAL SKILLS: Self motivated and works well independently. Demonstrates flexibility and adjusts to change in a positive manner. Communicates effectively and works cooperatively with others. Supports an environment of safety and high reliability. Excellent negotiation and interpersonal relationship skills.
IX. BUDGET: N/A
X. CLIENTELE DIRECTLY AFFECTED BY JOB: Patients/families, physicians, nurses, surgical technologists, materials management staff, sterile processing technicians, billing staff
XI. PHYSICAL DEMANDS OF THE JOB: Occasional (0-35% of day) sitting, standing, walking, climbing, twisting, bending, reaching, squatting, kneeling, crawling. Lifting ability 40-50 lbs. Frequent (36-66% of day) wrist deviation, pinching/fine motor activities, keyboard use/repetitive motion activities.
XII. PHYSICAL ENVIRONMENT OF THE JOB: Fair working conditions with reasonably
anticipated exposure to disagreeable elements and danger.
XIII. EQUIPMENT OR MACHINES USED ON THE JOB: Variety of surgical, endoscopy, interventional and medical equipment, computer, copy machine, fax and other telecommunication devices.
XIV. MENTAL DEMANDS OF THE JOB:
A. JUDGEMENT AND INITIATIVE: Critical thinking; ability to review both broad and detailed information coming to relevant conclusions, ability to conceptualize, analyze and identify both long and short goals.
B. INDEPENDENT ACTION: Needs to perform independently with minimal direction, asking for guidance when necessary and responding to guidance constructively.
C. EFFECT OF ERROR: Because errors may contribute to patient harm and increase the risk of liability to the hospital, errors are unacceptable.
D. CONTACT WITH OTHERS: Ability to communicate both orally and in writing in a professional and respectful manner, with other people, professions and backgrounds. Ability to utilize communication tools, such as, but not limited to: computer, telephone, voice mail and fax
XV. PRINCIPAL JOB RESPONSIBILITIES, TASKS, AND AUTHORITIES:
A. RESPONSIBILITY: Assures that supplies and equipment are ordered, received and readily available for clinical staff and physicians
PRIORITY: A – Results are essential and must be completed
% OF TIME: 80%
DISCRETION: B - Employee investigates situations, makes decisions, takes appropriate action, reports to supervisors immediately after action is taken.
TASKS:
1. Communicates professionally and effectively with staff, physicians and vendors in maintaining and building business relationships
2. Lead and assists in negotiations with vendors to maintain cost containment strategies and initiatives
3. Work closely with materials management staff, directors, and procedural staff to coordinate the flow of supplies. Proactively reviews procedural schedules and works with the director, unit coordinator or staff to assure correct equipment or instrumentation is obtained for the procedural case. Reports critical item shortages, backordered/discontinued items, and availability of substitute items to the OR Director and others as necessary. Interfaces with manufacturer representatives, as necessary for new product additions, managing backorders, substitutions, etc., and implements changes with the approval of Purchasing.
4. Reconcile all inventory transactions for supplies daily.
5. Assists to maintain an accurate inventory. Serves as the resource person for physicians and staff regarding contract agreements.
6. Reviews inventory for recalled items and informs appropriate Director with a copy of recalled items and actions taken.
7. Manages and supervises the annual inventory of supplies for procedural areas
8. Partners with department directors or their designee to establish and maintain minimum reorder points and par levels of needed surgical supplies and medications. Decreases order quantities and develop ordering patterns that fit usage; prevent obsolesce of stock. Oversees the ordering of supplies procedural areas daily to assure appropriate supply levels. Provides information to the appropriate Director regarding ordering, utilization, and cost of product
9. Acts as a role model, expert resource and mentor to staff related to supply inventory. Works closely with new surgeons to assure a smooth transition to the facility.
10. Arranges in the borrowing, consigning, and loaning of instrumentations, equipment and supplies. Investigates consignment and volume discounts.
11. Assists in the rotation of supplies, inspects packaging integrity before issuing to user and evaluates any damaged or expired packages.
12. Partners with department directors and/or unit coordinators to plan and assess priorities to maintain the flow of procedural cases
13. Be familiar with current purchasing contracts with UMCSC, VHA/Novation, Amerinet, Local, and others as appropriate. Keep abreast of new ones as they become effective
14. Verify current contract price file and patient charge-master is current in MMIS & EMR
15. Research alternative products or vendors for cost savings as they relate to surgical procedures and logistics
16. Oversight of product and equipment trials for surgery and interventional radiology departments with new contract changes and updates
AUTHORITIES:
B. RESPONSIBILITY: Maintains records to ensure proper levels and types of current and future supplies needed. Utilizes the quality improvement process and best practice to improve clinical operations of the departments.
PRIORITY: B - Results are important and should be accomplished, but not at expense of A priorities.
% OF TIME: 10%
DISCRETION: C – Employee investigates situations, recommends action to supervisor, takes appropriate action, reports to supervisor immediately after action is taken
TASKS:
1. Reviews expense reports and department issues items for procedural areas to assure accuracy. Verifies monthly expense reports with projected budget analysis and determination of proper purchase allowances. Uses information systems to their full capability
2. Ensures that supplies are standardized and contracted for appropriately.
3. Assists department leadership in the assessment of equipment needs for capital and other budgeting purposes.
4. Facilitates the disposal of unwanted or outdated equipment needs for budgeting purposes.
5. Assures that supplies and equipment are ordered, received and readily available for the clinical staff and physicians.
6. Assures the daily reordering of needed implants and supplies after checking inventory par levels.
7. Initiates and implements cost saving projects in collaboration with the Director of Materials Management, department directors and unit coordinators continuously seeking out cost reduction and/or standardization opportunities.
8. Actively participates in cross-functional value analysis teams.
AUTHORITIES:
C. RESPONSIBILITY: Works with vendors/suppliers to ensure that system and departmental policies are followed.
PRIORITY: C
% OF TIME: 5%
DISCRETION: A – Employee investigates situations, makes decisions, takes appropriate actions, reports by exception and through normal reviews.
TASKS:
1. Communicates system and departmental policies to vendors/suppliers
2. Educates sales/vendor representatives regarding their role within Perioperative Services and reports to Unit Coordinator any infractions of organizational or departmental policy.
3. In collaboration with Materials Manager, partners with vendors to ensure supply and equipment needs are met within the restrains of the GPO (Group Purchasing Organizations) or UMCSC.
AUTHORITIES:
D. RESPONSIBILITY: Service Excellence
TASKS: Demonstrates an ongoing commitment to the Service Excellence philosophy by adhering to behaviors outlined in Rice’s “Standards of Excellence.”
E. RESPONSIBILITY: Safety--Maintain and promote a safe environment for all patients, visitors and staff.
TASKS:
1. Consistently follows all policies, practices and work rules.
2. Does not use shortcuts or “work arounds” that may reduce safety or increase risk.
3. Stays alert, acts responsibly and uses common sense to reduce risks.
4. Reports “actual events” and “good catches” as soon as possible.
5. Creates a safe environment by eliminating hazards and identifying and reporting unsafe systems.
6. Completes all mandatory safety education, attends safety sessions, reviews and understands the Safety Program (available on RiceNet). Seeks answers to questions about the Safety Program.
Can you perform the above essential job duties with or without reasonable accommodation? ¨ Yes ¨ No Initial Here ______