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Materials Coordinator/Manager

1 month ago

Lafayette, United States Lafayette Surgery Center Full time

About us

Lafayette Surgery Center is located in Lafayette, CO, on the Intermountain Health Good Samaritan campus. We are a multispecialty facility that wants to build our team to give the best patient care possible.


We are looking for a hardworking, fun personality to join our ASC.


Summary: Applicants must have some background in healthcare setting, preferably a surgical setting. Material Coordinator is responsible for medical surgical supply flow management for multiple departments; accounts for utilization, re-ordering, restocking, allocate general ledger coding, accounts payable and direct patient charges.


Essential Job Responsibilities with demonstrated competency:

  • Concurrent monitoring of inventory levels, supply consumption and pro-actively originates orders to prevent insufficient supply for business operations.
  • Concurrent monitoring of case type and case volume with anticipated consumption of supplies.
  • Places orders with vendors to restore and sustain inventory levels. Electronic ordering practices preferred.
  • Maintains equivalent product substitutions for back orders.
  • Concurrent monitoring of physician preferred items (PPI), requiring special handling considerations.
  • Coordinates with OR Manager for ordering specialty physician preferred items, loaner instruments sets or equipment upon request with requirement of delivery before date of service.
  • Originates P.O. for specialty PPI brought by vendor representative.
  • Communicates essential information to end users when product delivery is disrupted, back ordered, or unavailable.
  • Maintains accurate inventory data base, using uniform nomenclature, product description, OEM product number, distributer order number, NDC number (if applicable), contracted price and par level on hand.
  • Completes depletion of supplies used through consumption within the patient accounting system.
  • Conducts timely follow up on troublesome orders, untimely delivery of product, quantity or pricing discrepancies.
  • Conducts regular communication with vendor representatives to accurately account for products received, accurate pricing, dropped contract pricing and accurate invoice pricing.
  • Compliant to product formulary as prescribed by Management Company.
  • Compliant to GPO held corporate agreements to ensure best pricing.
  • Variance must be approved by Director of Inventory Management.
  • Reconciles accuracy of delivered supplies against packing slip at time of receipt. This task may be delegated, but must be monitored for quality control by incumbent.
  • Reconciles accuracy of invoice against packing slip and purchase order.
  • Contacts vendor with identified discrepancy.
  • Assigns accurate general ledger codes to invoices.
  • Represents with clarity information specific to budget variances to management.
  • Performs physical count inventory for value on hand upon request by management. (at minimum annually)


Technical Competency: Abilities, Skills, Knowledge required for success in the work environment:

  • Possesses job knowledge in supply flow management, with preferred knowledge in medical surgical practices.
  • Possess abilities for detail orientation, precision, accuracy and methodical.
  • Possess aptitude for recognizing product name, product PAR level and accurate price.
  • Possess abilities to quickly recall source for products by associated manufacturer or distributer.
  • Demonstrates high functioning organizational skills, maintaining electronic or paper trail for the assurance of accurate accounting of supply consumption.
  • Allocation of supplies to user department.
  • Depletion of supplies by patient use.
  • Demonstrates ability to act quickly when product availability is discovered depleted and need is urgent.
  • Formulates corrective action plan and communicates status to department manager.
  • Demonstrates ability to conduct product negotiations with suppliers and services upon request by management.
  • Demonstrates ability to conduct product research for requested newly introduced to market place.
  • Verbalizes or prepares written report of findings and recommendation prepared for management to reach informed decision.
  • Demonstrates ability to conducts product research for substitutions, repair or replacement options for obsolete products.
  • Verbalizes or prepares written report of findings and recommendation prepared for management to reach informed decision.
  • Coordinates with nursing management for product or equipment trials of supplies identified as opportunities for cost savings or upon request of management.
  • Coordinates with OEM vendor for product or trial period.
  • Demonstrates abilities to conduct research of new product information, and make recommendation to leadership.
  • Demonstrates abilities to gather and evaluate competitive products for similarities or contrasting properties and make recommendation to leadership.
  • Demonstrates abilities to recommend alternative products for cost containment solutions or substitutions when usual product is unavailable.
  • Coordinate repairs of all surgical instruments/equipment; send instruments out to be repaired; arrange for loaner equipment to be provided by vendor.
  • Conducts annual evaluation of inventory for obsolescence, redundancy, or overstock, preparing a corrective action plan to return inventory to normal levels by elimination, or reduction.
  • Demonstrates knowledge in functional infection prevention practices by minimizing cross contamination when managing receipt of sterile product.
  • Possesses abilities to read and interpret technical written information or instructions and apply accordingly.
  • Methodically applies rational thought to practices which insure an environment of safety and security for business assets.
  • Consistently applies hand hygiene practices to reduce cross contamination.
  • Protects patient privacy. Understands and applies privacy and security of HIPPA regulations related to PHI and ePHI.


Behaviors contributing to professional success in the work environment:

Professionalism:

  • Self awareness of professional image to peer group, patients, physician and visitors.
  • Recognition of personal and professional strengths and weaknesses and accepts accountability and responsibility for self improvement.
  • Self awareness of personal emotions and manages conduct without creating disruption or impacting others in the workplace.
  • Shares expertise with others, providing training on new product or arranges for company representative to provide training.
  • Treatment of others is with mutual respect, regardless of age, gender, ethnic, cultural or spiritual differences, job title, status or position, and is committed to promotion of a harassment-free environment.
  • Maintains confidentiality, and discretion when recipient of privileged information.
  • Evaluates independent actions and calculated risks, seeking opportunity for improvement or advancement.
  • Displays willingness to make decisions, exhibits sound and accurate judgment, ability to explain rational for decisions and appropriately includes essential people in decision-making process.
  • Seeks opportunities for increased responsibilities; serving on committee’s or special assignments.
  • Upholds organizational values, culture and mission statement.


Reliability & Quality of work:

  • Keeps commitments and consistent professional conduct conveys confidence from others, including patients, physicians, visitors and team mates.
  • Completeness of task is thorough, accurate and timely, promoting quality controls.
  • Restores and restocks Center storage locations, work stations and monitors continuously for outdated supplies.
  • Manages rotation of shelf inventory by first in first out and just in time ordering practices.
  • Consistently is attentive to attendance and punctuality, and requests for time off is appropriate and timely for the conditions.


Communication:

  • Clear, concise, accurate and timely and seeks clarification, both written and verbal context.
  • Consistently provides end users of product deficiencies which impairs immediate access to product consumption.
  • Maintains accurate & current product information within the inventory module of the patient accounting system.
  • Paper work is organized for ease of tracking product in the acquisition flow and payment stream.
  • Committed to resolving conflict with other(s) through lines of direct communication first, or seeks assistance from management for timely resolution.


Team Work:

  • Recognizes the critical role and responsibilities held in fulfilling job assignment for providing the right product at the right time in the right quantity for the right procedure.
  • Remains open to ideas of others, exhibiting objectivity.
  • Gives and welcomes feedback for the purpose of improvement or reaching creative solutions as a group.
  • Balances team and individual responsibilities, contributes to building a positive team image by placing success of team above own interests.
  • Volunteers readily for tasks or responsibilities that may be for the greater benefit of the team.


Customer Service & Business Stewardship:

  • Recognizes all customer relations as vital to future business relationships and reputation.
  • Interaction with customer is focused for the attainment of quality, safety and accomplishment of the expected outcomes.
  • Conserves organizational resources, including supply consumption; judicious fiscal responsibility; and budgetary restraints.
  • Develops cost saving measures and appropriations of essential resources and services.