Surgery Inventory Coordinator

Surgery Supply Coordinator

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This position is accountable for coordinating the daily flow of supplies, implants and equipment for the Surgery Department with multiple inventory tools; automated supply units, electronic hand held units and an ERP system for perpetual inventory. This position ensures that procurement requests accurately reflect clinical and cost requirements and the timing of receipt for those requests meet customer and financial expectations. The Coordinator is responsible for the computerized supply replenishment and procurement of owned, consigned and same day requested inventory. They are also responsible for routine inventory management to ensure accurate financials and product integrity. This position requires a high degree of critical thinking to ensure the right supplies and services are available to support the clinical operations of the surgical department and ensure the best patient care by reacting to planned and unplanned requests for patient treatment.

Requires a basic understanding of all systems necessary to support the supply chain flow for surgery operations which includes but is not limited to management of owned, consigned and loaner supplies, implants, and equipment (where appropriate) to support the constantly fluctuating surgical caseload. Utilizing forecasting tools/ERP system for order replenishment and inventory management. Work to resolve supply chain issues such as vendor or manufacture backorders, substitutions, recalls or logistical failures while communicating and updating the impacted team until an acceptable resolution is obtained. Resolves customer complaints, concerns, or service failures.

High School Diploma or GED

Experience: 2 to 3 years or related experience in healthcare

Must be able to perform basic math functions and computer skills.

Must be able to understand the financial impacts as it relates to supply chain functions.

Must be able to work in a moderately paced, ever changing environment.

Must be able to communicate clearly and effectively, both verbally and written.

2 or more years or related experience

Desirable attributes include 3 or more years or related experience. Surgery supply or related experience preferred. Analytical and critical thinking skills, strong teamwork abilities, ability to follow-through and follow-up, flexibility, ability to prioritize, work under pressure, communications skills, familiarity with spreadsheets, databases and word processor software and organization systems/ applications (Workday, Microsoft TEAMS, EPIC).

Leadership competencies include information security, maintaining confidentiality of log-on password(s) and security of other authentication devices, ensuring privacy and security of information entrusted to their care, using company business assets and information resources for management-approved purposes only, adhering to all information privacy and security policies, procedures, standards, and guidelines, and promptly reporting information security incidents to the OhioHealth Information Security Officer.

60% Operations: Requires a basic understanding of all systems necessary to support the supply chain flow for surgery operations which includes but is not limited to: Management of owned, consigned and loaner supplies, implants and equipment (where appropriate) to support the constantly fluctuating surgical caseload utilizing forecasting tools and constant interaction with Physicians, Clinicians, Vendors and SPD. Accountable for reviewing product/package integrity in assigned area. Accountable for expiration dates of products/implants in assigned area. Responsible for timing, arrival of new and replacement product with no interruption in availability of supplies. Utilize ERP system for order replenishment and inventory management. Identifies and engages key stakeholders on product problem resolutions and offers alternative solutions when there are interruptions in the supply chain. Assist clinicians in conducting product and equipment trials by working closely with the physicians, clinicians and vendors to ensure appropriate protocols for acquisition are followed. Assist with resolving product backorders and product substitutions. Returns outdated, obsolete, and recalled product for credit Assist with checking product expiration dates and verifying product recalls. Responsible for the availability of routine and/or specialty procedure supplies for assigned department, accomplished through a detailed process of inventory control that includes, but not limited to: Maintaining previously established supply par levels for each area by identifying needed items and placing order using appropriate handheld technology; Identifying receipt of items; Assisting with annual inventories if required; Communicates items not available from the supplier to all appropriate staff; Assists in implementation, maintenance, and organization of cost-effective and efficient inventory systems.

20% Problem resolution and maintenance: Work to resolve supply chain issues such as vendor or manufacture backorders, substitutions, recalls or logistical failures while communicating and updating the impacted team until an acceptable resolution is obtained. Reviews match exception issues to ensure proper receipt and payment obligations are aligned. Utilize critical thinking skills, cost accounting, clinical and non-clinical product knowledge and a broad understanding of the procurement cycle and inventory methodologies to resolve routine and non-routine conflicts. Resolves customer complaints, concerns or service failures by recognizing the appropriate persons impacted and involved and work towards preventing operational service failures resulting in negative impact to physicians, clinicians and patients. Responsible for maintaining any required or requested cart changes in assigned inventory area. Coordinates all emergent and planned inventory changes and replacements in a timely manner.

10% Customer service: Provide consistent customer service that allows for the surgical department to perform the best patient care resulting in the best patient outcome. Daily practice of preventative and safeguarding of all supply, implant and equipment orders to allow for routine and consistent customer service and quality. Routinely engages in verbal and written communication with the Physicians, Clinicians and Surgery staff to make sure that the right product is in the right place. Serve as agent to implementing new technology in supplies, implants and equipment by coordinating the logistical implementation of approved products. Provide timely follow-up and to support system contracts and processes. Works with Surgery and Supply Chain in a supportive way on any process improvement opportunities to reduce cost and/or improve efficiencies through improved logistical operations.

5% Responsible for maintaining a clean and safe work area and following cleaning schedules and direction per department leadership.

5% All other duties as assigned As a High Reliability Organization (HRO), responsibilities require focus on safety, quality and efficiency in performing job duties. The job profile provides an overview of responsibilities and duties and is not intended to be an exhaustive list and is subject to change at any time

Equal Employment Opportunity

OhioHealth is an equal opportunity employer and fully supports and maintains compliance with all state, federal, and local regulations. OhioHealth does not discriminate against associates or applicants because of race, color, genetic information, religion, sex, sexual orientation, gender identity or expression, age, ancestry, national origin, veteran status, military status, pregnancy, disability, marital status, familial status, or other characteristics protected by law. Equal employment is extended to all person in all aspects of the associate-employer relationship including recruitment, hiring, training, promotion, transfer, compensation, discipline, reduction in staff, termination, assignment of benefits, and any other term or condition of employment