Clinical Logistics Associate II

Yale New Haven Health•New Haven, CT

4d•Onsite

About The Position

This role is responsible for ordering and managing medical/surgical and clerical supplies for all operating rooms. Key duties include inventory management, ordering, receiving, stocking, and processing of all materials. The position involves maintaining inventory records, coordinating the borrowing of supplies to ensure customer satisfaction, and recommending par level adjustments to reduce inventory. Additionally, the role is responsible for the accurate processing of patient charges to enhance hospital revenue and maintaining the InFor database. Compliance with the hospital's environment of care requirements, including removing expired products and maintaining organized work areas, is essential. The role also requires adherence to the ORMM vendor policy.

Requirements

Minimum of 4 years working with Operating Room Medical/Surgical Supplies in an OR, CSS or Materials Management capacity.
Experience with purchasing, accounts payable, and patient billing is preferred.
Must be familiar with Materials Management Functions of inventory, ordering, receipt and stocking, review of usage report data and development of appropriate PAR levels.
Experience with Federal regulatory requirements such as handling Bone and Tissue products preferred.
Experience with ordering, receiving, re-stocking, and managing PARs of implants stocked in CSS trays highly desirable.
Experience with Microsoft Word, Excel, InFor, POINTS and SIMS applications preferred.
Proven ability to learn technical tools.
Strong time management, ability to multi-task with accuracy and efficiency.
Analytical, insightful and innovative.
Goal orientated team player adaptable to change.
Organized and good communication skills.
Must have computer software knowledge, including point of use systems, PAREX, MMIS (InFor), QSight.
Skills required in researching individual supply requirements and developing plans to ensure product availability prior to scheduled surgery dates.
Must be able to perform calculations to establish PARS based on usage history.
Must be able to operate a computer for data entry, extraction, report generation and information management.

Nice To Haves

College preferred.
Equivalent work experience may be considered.
Experience with purchasing, accounts payable, and patient billing is preferred.
Experience with Federal regulatory requirements such as handling Bone and Tissue products preferred.
Experience with ordering, receiving, re-stocking, and managing PARs of implants stocked in CSS trays highly desirable.
Experience with Microsoft Word, Excel, InFor, POINTS and SIMS applications preferred.

Responsibilities

Daily inventories, orders, and receives shelf supplies in the storerooms ensuring stock availability at all locations and for scheduled surgical cases.
Reviews the OR schedule and collaborates with Cluster Leaders to process any special-order requests needed for scheduled surgeries.
Orders supplies for the Storeroom to maintain appropriate levels of stock in all supply areas based on established par levels within the InFor, PDAD, QSight application or established par sheets.
Receives supplies, verifies orders for completeness and neatly stores items in proper areas adhering to Joint Commission Standards within one hour of receipt.
Follows up with Purchasing/Receiving to resolve any discrepancies.
Notifies OR Materials Management as appropriate.
Actively uses QSight to establish, review and recommend par changes to accomplish inventory reduction initiatives.
Identifies and coordinates the implementation of functional equivalent products or formulary requests in collaboration with Cluster Leader's, Administrative Coordinator and Purchasing Department.
Maintains accurate inventory records, details and levels for all products managed within QSight in accordance with the QSight Working Manual.
Contacts vendors to coordinate timely, efficient procurement of emergency supplies not routinely stocked in the Operating Room as requested or needed.
Locates, acquires and ensures delivery of appropriate supplies and/or equipment as requested by Cluster Leader, OR staff or Administrative Coordinator.
Provides customer service to OR staff to assist with locating supplies in the storeroom.
Executes and coordinates the routine and emergency procurement and loaning of supplies and equipment as required for scheduled service and follow up with Clinical Logistics Management to identify ways to minimize further incidents.
Demonstrates thorough understanding of the Clinical Logistics Management Vendor Policy by appropriately triaging all visits to the OR by vendor and ensures appointments were established.
Verifies that all NON-PHOTO ID vendors have an appointment, are properly signed in and have appropriate completed paperwork before issuing a dated sticker allowing access into the OR.
Ensures appropriate steps taken to comply with the hospital's environment of care requirements to include removing expired products from the supply areas and clean/organized work areas.
Keeps all boxes off floor on pallets or wire racks.
Performs coverage as needed for the Bone & Tissue regulatory requirements as well as the LVAD destination program to include receiving, reconciling packing slips and implanted items, verifying integrity of the shipped items, logging serial/lot numbers into QSight, complying with audits and assisting Accounts Payable.
Receives bone/tissue and LVAD products, verifies packing slips of shipped product and integrity of shipper.
Assumes responsibility for personal /professional growth and development, the training and development of other staff and the evolution of services in the department.
Actively participates in the training and orientation of new staff documenting competency of trainee.
Works in cross-functional teams to determine the cause and appropriate resolution of invoicing or accounts payable issues to resolve and proactively manage vendor relations.
Responds to inquiries from various YNHH departments in a timely manner.
Performs coverage as needed for the Implant Technology/SIMS requirements.
Responsible for generating orders, reviewing/setting pars, receiving, and putting product away in the Synthes cabinets and other product lines as assigned.
Responsible for stocking of vendor implant trays and ensuring the accuracy of the kits for surgery.
Works with Accounts Payable to review, authorize and reconcile invoices as needed.
Inventories, orders and receives inventory using ORMM computer applications such as SIMS and InFor