Description
At NorthBay Health, Coordinator, Procedure Based Services, is responsible for the overall management of inventory in assigned procedure based departments as it relates to supply replenishment, maximizing quality, minimizing costs and supporting department goals within system supply chain objectives. Responsible for having a working knowledge of product lines associated with assigned specialty department. Supports department to ensure existing inventory and associated expenses are within budgeted targets. Responsible for ensuring consumable supplies are accurately controlled to reduce obsolescence, outdates and waste within the assigned unit(s). This is accomplished through the maintenance of appropriate inventory levels based on PAR Optimization utilization calculations, product rotation; outdate management and ongoing communications with both the customer and supply chain management team.
The Coordinator is responsible for all replenishment orders, managing returns, recalls and product conversions within areas of assigned responsibility to include ensuring proper supply levels, labeling and handheld changes in Lawson. Coordinates and performs scheduled physical inventories of assigned areas within the specialty areas and works with the supply chain leadership and procedure based department management to analyze outcomes and adjust inventory levels as appropriate.
Primary Job Duties
Supply Management
Responsible for maintaining accurate Oracle/RF Smart inventories and PAR Optimization reports within the specialty service area.
Requires a working knowledge of medical/surgical supplies normally associated with specialty department, to enhance communications and meet the needs of specialty departments as assigned.
Responsible for performing daily inventory of assigned areas within the specialty area. This includes ordering, receiving breakdown, stocking, rotation, cleaning, labeling, returns and other actions as appropriate.
Establishes and maintains consignment inventories and ensures physical counts are performed in accordance with established Supply Chain Enterprise Business Processes.
Works directly with Manager, Supply Chain Operations and assigned staff to validate inventory levels as identified through the use of PAR optimization reports.
Ensures proper tagging of outdated, backordered and out of stock products using the appropriate labels established in the Supply Chain Enterprise Business Processes.
Reviews daily backorder notification report and takes appropriate action to obtain supplies required for patient care delivery.
Evaluates logistical processes to ensure adherence to established Enterprise Business Processes and ensures products are available in the specialty area being supported.
Evaluates supply utilization for specialty area. Reviews established PAR levels and reorder levels monthly, utilizing report tools within Oracle, or custom reports. Works with supervisor in OR and Cath Lab to make recommendations to specialty department managers/coordinators and/or directors related to inventory PAR quantities, stocking decisions, consignment opportunities and logistical process flow changes.
Maintains department inventory and supervises the distribution of med/surg supplies. Is responsible for reordering standard supplies from the central stores/carts or point of use systems. This includes ordering all specialty and one-time items (to include instruments if applicable).
Is able to troubleshoot effectively and timely. Able to resolve ordering and resolution of discrepancies/problems and clearly communicate issues to leadership and others effected.
Coordinates annual physical inventories and other inventory counts as needed/requested.
Responsible for put away of supplies in the specialty areas.
Follow-up with Expeditors to monitor the status of backorder items.
Ensures 100% verification of receipts by reconciling shipping documents with received items and notifying leadership of discrepancies within 24 hours.
Interacts effectively, on a daily basis, with nurse specialist, coordinators, vendors, physicians and SCM staff to provide all supplies and devices needed.
Works with vendors to track and manage consignment inventories for designated products.
Works with vendors (as applicable) to obtain C-Codes for all relevant supplies and any other pertinent coding information for CDM assignment and billing.
Budget Accountability
Accountable to SCM Leadership and assigned department to ensure the department remains within established monthly budget for all supply accounts identified as “Supply Expense.”
Accepts responsibility for the impact of poor inventory practices and PAR management to the departments' budget and total expense targets.
Process Improvement & Business Process Adherence
Identifies process improvement and cost saving opportunities and communicates those to Manager, Supply Chain Operations and assists in implementation.
Adheres to all established Supply Chain Management Enterprise Business Processes (EBPs) as defined and routinely audited. Is responsible for seeking clarification of processes as necessary to ensure standard of work continuity.
Qualifications
Education: Associate's Degree preferred.
Licensure/Certification: Certified Materials and Resource Professional (CMRP) certification preferred.
Experience: Three years of experience in logistics, inventory control and distribution
Skills: Oracle/Infor ERP experience preferred. Ability to use Microsoft Office (Outlook, Excel, Word) at a beginner's level. Ability to analyze, interpret and make recommendations based on data. Good understanding of information processing as it relates to business
Interpersonal Skills: Demonstrates the NorthBay Way. The NorthBay Way is a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Healthcare. The NorthBay Way principles consist of Caring, Communication, Collaboration, and Competence.
Quality of Output of Work: Defines hard work for the rest. No matter how high the productivity or output goals are set; more is produced than expected in all areas. Sets goals for self and actively plans to achieve the best output of work possible. Produces work that is mostly error free the first time with little waste or rework required.
Use of Resources: Gets things done with less and models resourcefulness. Does not cut corners, waste time, money, material or other people's productivity. Understands their impact on other critical processes and patient care.
Timeliness of Output: Even difficult time targets and goals are met and some are actually exceeded. Endeavors to always meet deadlines. Does not sacrifice quality for timeliness of completion.
Customer Impact and Value Added Service: Produces goods and services that consistently meet and sometimes exceed the standards and expectations of internal and external customers. Is driven to serve others and make a difference in the work environment. The feedback from customers is almost always positive. Is viewed as a vital part of the customer's network of support services.
Teamwork and Collaboration: Models teamwork via active participation as a team member on a departmental and organizational level, fosters collaboration, recognizes efforts and successes of individuals and teams. Seeks alliances, works well with others and strives to pursue collective goals. This competency includes building relationships, addressing conflict, collaboration with others.
Self-Management: Understand own strengths, growth opportunities, attributes, and emotions; models courage, authenticity, service, truth telling, and effectiveness; possesses the confidence in self to have confidence in others.
Standards of Performance: Demonstrate performance by adhering to established policies and procedures and exhibiting the defined characteristics associated with attendance and punctuality.
Physical Effort: Attendance is an essential function of the job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, stooping, stretching, and hand/eye coordination, manual dexterity sufficient to operate a keyboard, multifunction printer, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Work may be stressful and may involve conflict resolution associated with Physicians, Clinicians, Administrative Leaders and direct reports.
Hours: Days – Full-Time Monday through Friday. Start and end times and other hours of work are subject to business needs.
Compensation, hourly range: $35.89 - $43.63 ( Max rate listed is commensurate of 20 plus years in this level of supply chain role within healthcare)
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