Coordinator, Procedure Based Services

NorthBay Health•Fairfield, CA

About The Position

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. At NorthBay Health, we are guided by our values: Nurturing Care; Own It; Respect; Build Trust; and Hardwire Excellence. These principles lead us to our TRUE NORTH and inspire us to provide exceptional care. These values serve as the foundation of everything we do, guiding us to deliver individualized care with integrity and accountability. We are committed to fostering a culture of collaboration, where every team member is valued and empowered to contribute their best to the health and well-being of those we serve. This is an exciting time to join NorthBay Health. As an independent, nonprofit health system north of the San Francisco Bay Area, in the Napa/Solano Region, we are expanding our footprint across Solano, Yolo, and Napa counties to meet the evolving needs of our communities. With two acute-care hospitals—including a Level II Trauma Center and a modern maternity unit with a Level III Neonatal Intensive Care Unit (NICU)—along with a comprehensive cancer center, multiple urgent care facilities, and a growing network of primary and specialty clinics, we are investing in the future of care across the region. NorthBay Health we are home to advanced clinical programs and nationally recognized cardiovascular, neuroscience, and orthopedic services, as well as comprehensive surgical and outpatient specialties. Our commitment to excellence is reflected in our Magnet with Distinction designation for nursing (one of only 12 organizations nationwide) and recognition from U.S. News & World Report as “High Performing” in multiple clinical areas, including maternity care, heart failure, and stroke. NorthBay Medical Center has earned the High Performing designation in maternity care for four consecutive years. As the only locally governed health system in the region, we remain deeply rooted in our communities while growing into a trusted regional healthcare leader. If you are seeking meaningful work, collaborative teams, and the opportunity to help shape the future of healthcare in Northern California, you will find it at NorthBay Health. Join us with our commitment to excellence, to achieve our vision to be the trusted healthcare partner of choice for the communities we serve. To learn more about NorthBay Health's benefits, diversity statement and community please visit https://www.northbay.org/careers/

Requirements

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.

Responsibilities

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.
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.
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.