Inventory Coord Distrib (EGH)

Reports to the Materials Manager. Coordinates supply chain logistics for house wide inventory models including perpetual inventory (IBU), case cart, surgical and procedure-based inventory 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 in the IBU. Routinely works with vendors, Materials Management, Sterile Processing, Specialty 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 location throughout Hospital.
• Assuring automated processes run correctly in PeopleSoft. Runs stock replenishment processes manually in PeopleSoft when needed.
• Researching and presenting 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, special order and consignment products.
• 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 the IBU 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 the IBU.
• 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 replenishment 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 meetings with appropriate management and staff to identify process flaws and inefficiencies with inventory processes.
• Effectively communicates with vendors, hospital management or staff, as needed, concerning any issues with inventory, patient charging practices and requisition processing.

Issue Tracking:

• Effectively utilizes the Tissue Tracking software to document the flow of required supply items per policy and process.
• Coordinates with clinical staff, vendor and materials management staff to follow items through internal processes.
• Effectively produces reports concerning trackable items.
• Identifies any process improvement or corrective steps necessary to remain compliant with trackable items.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon’s six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

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 three years in a materials management/inventory control environment or five years in a related healthcare environment is required. 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, direct people and deadlines.
• Works in a distribution/processing/office environment and receiving dock area sometimes requiring physical exertion, time demands, and possible exposure to chemical hazards, noise, dust, fumes, and climate conditions of extreme heat or cold.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position. This includes frequent standing, walking, climbing, bending, lifting, moving boxes weighing up to 50 pounds, ability to manipulate objects with hands and fingers, reaching above, in front of and below waist level, stooping and bending at the waist, and the use of carts and other conveyances for prolonged periods of time.