Materials Coordinator

POSITION SUMMARY:

This position is responsible for a variety of financial non-nursing functions in all areas of the Emergency Department OR PACU Anesthesia Perfusion Cath Lab/IR EP Lab Sterile Processing and Endoscopy. This includes responsibility for service operations/finance data management materials management equipment quality control data collection and reporting. They take a proactive role in the efficient and fiscally responsible operation of the units. The position requires resourcefulness flexibility diplomacy and the ability to take initiative work independently and handle sensitive information with discretion. The candidate will consistently apply the corporate values of Respect and are responsible for knowing and acting in accordance with the BMC Corporate Compliance Program and Code of Conduct.

Position: Materials Coordinator

Department: MDS MP Operations

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Inventory and Supply Responsibilities

• Responsible for the ordering inventory accountability and charging of stock and non-stock surgical supplies physician special requests and equipment.

• Creates and reviews all requisitions for accuracy before forwarding to the approver and buyer

• Maintains records of all purchase orders.

• Regularly inventory all supplies and equipment.

• Inventories incoming material for accuracy against purchase orders and vendor packing slip

• Evaluates and adjust par levels in cooperation with the CPD OR and ED Support Staff as needed.

• Assists with physical inventories special inventory or cost/quality projects as needed.

• Communicates with OR and ED Managers regarding issues associated with supplies that impact the surgical schedules and ED day-to-day operations

• Arranges to have needed equipment delivered for added surgical special procedures or next-day surgical ED or Endoscopy procedures

• Stages orders according to end user location and verify order receipt

• Works with product vendors to ensure product availability substitutions pricing and lead times

• Maintains good relationships with instrument and product representatives to ensure surgical products are available on site as needed

• Assists with Project Management in conjunction with Service Line Coordinators Sterile Processing and IPP and ED managers /directors to onboard new surgeons; core space instruments disposables and consignment inventory

• Maintains all implant consignment; usage verification proper nursing documentation expiration no charge exchanges and bill and replace orders for next day replenishment

• Manages the Central Processing clean room and ED Designated non-stock clean room to keep it well maintained; neat organized and stocked within the par level parameters to ensure product is available for use

• Open order tracking in conjunction with Procurement Contracts Backorder Management to identify issues from backorders to contract updates or other internal and external issues that could create open orders

• OR and ED pack and kit management working with Custom Pack purveyors the Service Line and ED Medical Director to maintain proper inventory for OR surgical kit and packs aiding with product discontinuation and replacement or substitute options when needed

• Maintains non-stock PPE for OR and Sterile Processing

• Create order requisitions follow up and expedite purchase orders for instrument repairs consignment and special orders for ED Anesthesia Endoscopy Moakley and Menino ORs and PACU/Pre-Ops Cath Lab IR and EP Lab Perfusion and Sterile Processing

• Track order progress and expedite the movement of orders throughout the receiving and distribution process

• Follow-up Backorder report providing updates in conjunction with OR buyer and Backorder Management Coordinator to provide Service Line Coordinators and IPP management team vital information to make informed decisions regarding substitute and/or expedited delivery needs.

• Monitor open orders and request purchase order resubmissions as needed after confirming with Vendor POs not received pricing discrepancies Buy Unit of Measure issues etc.

• Coordinates and maintains systems for (a) control group of inventory levels in the Adult Emergency Department Pedi Emergency Department Urgent Care Psych and the observation unit (b) monitors special order purchasing of supplies and equipment and capital equipment

• Uses an electronic ordering system to order and receive supplies using industry principles to maximize inventory management

• Maintains necessary par levels of regular supply items

  • Evaluates supply inventory par levels and meets with the manager to recommend adjustments based upon usage and trends

  • Seeks opportunities to reduce expenses to manage the budget within the department fiscal goals

Liaison Responsibilities

• Communicates with Team Leaders to coordinate the order and receipt process for all OR supplies and equipment.

• Reviews daily surgical schedule to anticipate needs.

• Maintains a system for requisition and utilization tracking.

• Coordinates delivery of all orders from the vendors and returns to appropriate vendors in a timely fashion.

• Coordinates the storage and distribution of all non-stock products.

• Follows up on ordered items and back orders until products are received.

• Resolves shipment discrepancies and other support problems with vendors and Materials Management.

• Maintains accurate purchase orders and source document files in an orderly manner.

• Negotiates pricing and gathers multiple quotes regarding the purchase of Capital and OR equipment.

• Negotiating skills with a pleasant and accommodating demeanor

• Ensures proper communication and customer service throughout managed departments

• Works closely with Purchasing Contracts and Accounts payable to ensure ordered items and vendor invoices are accurate and processed according to product usage and verification

• Communicates with the team leader regarding order status

• Provide back-up support for Supply Chain staff as needed

• Assists with research and proper procedure with sending new products to VAT both OR clinical and hospital-wide including product samples so that only approved products are brought to BMC

• Acts as a model to department staff to demonstrate appropriate and professional manner for dealing with Vendors endusers and coworkers

• Backorder liaison to Service Line coordinators Sterile Processing. IPP Managers OR Clinical Engineering backorder management coordinator materials support assistants and materials coordinator supervisor.

• Forwards Infor/Lawson issues to the Data Analyst for inspection and correction when observed .Facilitates item and vendor changes with Buyers and Analysts due to Contract updates or conversions

• Notifies Contracts Team of pricing disputes contract renegotiations and consignment agreements and initiates proper vendor to Contract /IPP Management as needed.

• Assist OR Buyer with purchase order and accounts payable issues especially those utilizing EPIC vs Implant discrepancies

• Forward any and all issues relating to implant verification/ documentation errors to the Peri Operative Implant charge Specialist and Service Line Coordinator or PeriOp Business Manager as needed.

• Cooperates and communicates in an effective professional manner with supervisor management peers general staff physicians other personnel. Identifies and resolves root cause creating exceptions to avoid issue from repeating

• Provide

• Completes Vendor Returns ensures proper credit posting and resolve outstanding returns with the Buyer and Accounts Payable

• Ensures proper communication and customer service throughout department.

• Respects and maintains the confidentiality of all patient physician and hospital related information.

• Serves as member of the Recall group for matters related to supply acquisition product recalls and back-orders that effect IPP as well as assisting with hospital wide confirmation and acknowledgement

• Provides OR staff with MSA Off shift assistance specifically for items needed for immediate and next day

• Participates in all special projects as deemed necessary by Supply Chain management

• Advises Service Line on consignment fluctuations par increases and product usage and trends

Equipment Maintenance Repair And Emergency Provisions and Capital Equipment Planning

• Responsible for management of equipment repairs including: a) prepare for shipping with RGA form; b) special instructions with repair after consulting with Nurse Manager and Team Leaders; c) reception after repair; d) maintenance of equipment record or log; e) return of equipment to general use with notification to Team Leaders/all parties.

• Arranges with local institutions vendors and couriers for the lending or borrowing and delivery of product or equipment under special circumstances.

• Works closely with Clinical Engineering to maintain equipment logs that reflect periodic Preventive Maintenance checks safety sticker compliance and proper equipment ID information and equipment exchanges replacement and/or repurchase of damaged / repairable or unrepairable equipment.

• Maintains accurate Safe Medical Device Act compliance including implant log and device failure record and follow-up.

• Provides support to Manager of CPD Surgical Support Services and OR to maintain the capital equipment program.

• Processing damaged instruments; repair verification proper vendor repair creating internal and external tracking monitor product from shipment to return receipt. Document and reconcile completion with accounts payable Including but not limited to scopes instruments beds and accessories and equipment for Perfusion Anesthesia PACU/PreOp ORs and all other hospital areas that may utilize BMC contracted CPD processed instruments and scopes.

• Shipping and Receiving

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

High School Education/diploma - 3 yrs. relevant Supply Chain experience in

Purchasing medical supplies Hospital operations information systems and/or customer service related to medical supply vendor operations

CERTIFICATES LICENSES REGISTRATIONS REQUIRED:

N/A

EXPERIENCE:

3 yrs. relevant Supply Chain experience

KNOWLEDGE AND SKILLS:

• Ability to prioritize delegate and manage multiple projects and responsibilities simultaneously

• Demonstrated competence in Microsoft Office particularly Excel Word and Access. Ability to quickly learn other applications and able to extract relevant information. Computer skills word processing and data base management. Utilizing but not limited to Electronic Patient Records to verify implant usage and case schedule Primary Vendor for product availability and substitution probabilities Lawson/Infor for requisition and PO maintenance. HPG for product pricing and substitute suggestions Reptrax for vendor information rep score and credentialing verification.

• Ability to work under pressure in a fast pace environment and meet deadlines

• Strong analytical organizational interpersonal and demonstrated customer service skills

• Strong communication skills verbal and written. Excellent proofreading and editing skills

• Due to the high degree of contact with public and professional staff; (nurses physicians materials management sales purchasers and vendors etc.) the candidate must possess excellent interpersonal communication skills.

• Must have negotiating skills with a pleasant and accommodating demeanor.

• An orderly and business-like appearance with a pleasing and conversational telephone manner is essential.

• Ability to foster a team environment and work as a team members

• Demonstration of flexibility and willingness to adapt to diverse roles as a member of a unit based team

• Basic financial/accounting skills

• Independent judgment needed to organize work and set priorities

• Strong problem solving skills

• Familiarity with medical terminology and surgical supplies.

• Maintains hospital service standards with particular attention to personal behavior staff teamwork and patient-staff interaction guidelines

• Support safety initiatives and help to maintain safety awareness Perform several office tasks including correspondence time tracking ordering supplies data entry and monthly reports

• All other duties as needed to maintain proper function of the Supply Chain as per management team

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However our approach to determining base pay is comprehensive and a broad range of factors is considered when making an offer. This includes education experience skills and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs internal equity and addition BMCHS offers generous total compensation that includes but is not limited to benefits (medical dental vision pharmacy) discretionary annual bonuses and merit increases Flexible Spending Accounts 403(b) savings matches paid time off career advancement opportunities and resources to support employee and family well-being.

NOTE: This range is based on Boston-area data and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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