Clinical Procedure Supply Coordinator

POSITION SUMMARY

This position is responsible for ordering, inventory and other supply activities to provide timely acquisition of all materials and / or equipment (non-Capital) and / or services for Clinical Procedure area or areas as assigned in accordance with the purchasing policies, procedures and contracts.

It is also a requirement to maintain appropriate inventory levels of routine and specialty supplies for the Clinical Procedural department(s).

CORE FUNCTIONS

1. Conducts and coordinates the activities and processes of procurement, receipt, distribution, stocking and inventory management of medical supplies and other materials for the assigned Clinical Procedure area.

This will also include Recall management and product returns. Interacts with the Finance department to monitor compliance with point of use technology systems.

2. Receives requests for special order supplies and procures them for the correct patient, procedure, date, and time. Coordinates with the Clinical department to arrange any special delivery needs from a vendor or other department or facility, if necessary.

Verifies that the supply request is within the boundaries of Supply Chain Contract Compliance. Arranges evaluations of new products, including contacting vendor representatives and arranging demonstrations.

Participates in contract and procurement process.

3. Regularly takes and accounts for inventory of all supplies in the assigned areas. Uses independent thinking to decide the appropriate inventory levels and monitors usage, shelf life and rotates stock to avoid product expiration in conjunction with inventory associates.

Conducts routine needs analysis and determines the optimal inventory levels for each item. Tracks and maintains all Consignment items.

4. Daily assesses upcoming schedules for procedures and other sources for future supply needs. Orders specialty items and coordinates the receipt, storage and delivery of these items.

Is available after normal business hours to answer questions from the Clinical department to assist with sourcing needed supplies.

5. Promotes and monitors cost containment and encourages conversion to System standardization of products and equipment.

Works with vendors, gets quotes and makes recommendations for purchases. Attends system product evaluation meetings to relate the needs of the departments regarding product comparison substitution and availability.

May also participate in the planning of supplies, equipment and materials for new construction move-ins and re-models.

6. Receives and reviews vendor sales order sheets for specialty supplies and equipment and verifies cost, quantity, usage etc.

prior to payment to ensure vendor is paid in a timely manner. May also provide assistance with requests from Revenue Integrity to provide pricing support.

7. Oversees and maintains an inventory file and implant log, i.e. pace-makers, artificial joints, bone / tissue implants, etc.

using the available tracking system, software and designed process. This work is performed based upon the individual facility needs and as agreed by Supply Chain and the Clinical department.

8. Uses the MMIS system for ordering, tracking, charging and usage reporting; updates the MMIS system files and ensures compliance with all policies and procedures;

provides assistance with New Technology or BCAP requests.

9. This position may report to a senior manager or director. Incumbents are often called upon to procure specialty equipment in stressful, emergent situations.

Internal customers are materials management, nursing, technical staff, and surgeons. External customers are equipment and supply vendors.

May assist with interviewing, selection, and orientation of support staff as it pertains to procedural area support staff.

Coordinates the daily work environment and prioritization of responsibilities for the procedural area support staff. Provides routine feedback to supervisory personnel regarding observations as it pertains to the procedural support staff’s ability and performance.

MINIMUM QUALIFICATIONS

Requires business, math and communication skills, knowledge and abilities as normally evidenced by an associates in business or procurement, or equivalent experience and training.

The position also requires skills and abilities typically acquired with 2 years of experience in a Healthcare Clinical area (Surgery, Cathlab, IR Lab, Endoscopy), materials management, or related area.

Must possess excellent communication and organizational skills and a working knowledge of surgical supplies and equipment.

Must be proficient with commonly used office software and have the ability to learn and adapt quickly to new software.

PREFERRED QUALIFICATIONS

Bachelor’s degree preferred. Knowledge and application of medical terminology is strongly preferred. Supply Management within a Clinical procedural area is preferred.

Proficient in using Microsoft Office applications.

Additional related education and / or experience preferred.

EOE / Female / Minority / Disability / Veterans

Our organization supports a drug-free work environment.

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