Logistics Service Coord

Yale New Haven Health•New Haven, CT

About The Position

The Logistics Service Coordinator works under the Manager of Logistics and maintains materials systems, including providing liaison support for INFOR and maintaining the Par Excellence system and its interfaces with billing and related systems. The role serves as the primary Materials advisor on supply charge capture and performs quality control, project management, and other duties supporting facility supply ordering and charge-capture systems in accordance with patient charge-capture and Materials policies. Facility-specific tasks are described in standard operating procedures and guidelines. The position establishes and reviews departmental par levels, supports patient charging and supply capture, monitors back orders and supply shortages, and helps maintain accurate information across materials and billing systems. It trains and supports Unit Materials Associates, coordinates returns and product conversions, performs weekly clean-and-safe rounds, and supports quality assurance, department moves, new department openings, and vendor performance reviews. The role also responds to emergency situations on a 24-hour basis.

Requirements

High school degree or equivalent, computer processing courses, and 1 to 2 years of college experience; an associate degree or higher is required.
A minimum of five years of hospital supply delivery or equivalent experience.
Three to five years of experience in supply aspects of Materials Management.
Three to five years of progressively responsible experience in supply management and Information Technology operations in a healthcare setting.
Ability to facilitate complex, multi-layered projects related to supply distribution, tube system operations, and special inventory coordination.
Ability to coordinate and implement new systems while serving as a liaison among the hospital, vendors, and special customer groups.
Ability to organize and document project assignments, work independently within established time frames, and complete associated tasks.
Strong interpersonal, communication, and customer-focused service skills.
Competence using materials management systems, including INFOR, Par Excellence, and SRSII.
Ability to learn and master information systems used for daily tasks and YNHH IT applications.
High degree of skill in IT applications and proficiency with the Microsoft Office product suite.
Ability to work effectively with diverse departments and with minimal supervision.
Ability to push, pull, and lift up to 40 pounds.

Nice To Haves

Bachelor's degree or equivalent work experience preferred.

Responsibilities

Review supply usage and establish or adjust departmental par levels to maintain adequate inventory; consult department managers or designees about additional supply needs.
Compile and analyze reports on supply-chain health.
Coordinate with EPS, Nursing, Finance, and Materials to collect data needed to add or update patient-charge items in relevant systems.
Work with Nursing and Materials on patient-care units to arrange stocked supplies to facilitate ordering, including shelf labeling.
Perform quality control of the Materials aspects of the Patient Charge policy, ensuring items are labeled correctly and that quality-assurance errors are addressed by Materials staff and the supply distributor.
Advise Materials Management Leadership on supply aspects of patient-charging systems and participate in strategic supply-capture and reimbursement planning.
Track and share vendor handling fees and work with Finance to provide data for unit charging and vendor payment.
Attend meetings related to facility financial and operational goals for patient billing and charging.
Support operation of the Just in Time supply system and maintain customer satisfaction for clinical and patient-care users.
Motivate colleagues across the organization to support hospital goals and objectives; train staff on materials patient-charge supply procedures and charge-capture initiatives.
Participate in CPI and other Revenue, Supply, or Customer Service groups as needed.
Respond to emergency situations on a 24-hour basis.
Review back orders, identify supplies at critical levels, order supplemental supplies through Lawson, identify substitute products, and coordinate redistribution of critical supplies among departments.
Maintain INFOR item master, template, and location files, including additions, changes, and deletions, and perform other related INFOR tasks.
Maintain and troubleshoot the Patient Charge Labeling System.
Use Microsoft Office and other specified applications to prepare reports and data for projects; liaise with other interfaced systems to support accurate information flow between billing systems.
Support Unit Materials Associates in obtaining critical orders, train new staff on Materials ordering systems, and communicate product changes.
Serve on the Equipment Product and Standards committee, support product evaluation and standardization, enforce use of contracted items, and coordinate product conversions.
Coordinate product returns to vendors or the storeroom, determine return eligibility, process Return Goods Authorizations, redistribute nonreturnable supplies, and monitor returns to assess par levels.
Conduct weekly clean-and-safe rounds; check expiration dates, cleanliness, stock rotation, storage locations, and clearance from floors and ceilings.
Inspect Materials Management services for quality and report staffing issues to the Materials Manager.
Coordinate supply moves when departments or supply rooms change location; consult departments before moves to establish suitable supply systems.
Help new departments set up supply ordering systems.
Meet weekly with the prime vendor to review vendor performance, including back orders, new products, order schedules, deliveries, and service quality.
Assist patient-care units with special supply orders and source and order special supply needs.