Logistics Service Coordinator

Yale New Haven Health•New London, CT

7d•Onsite

About The Position

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day. Working under the Manager of Logistics, performs item maintenance on materials systems. Provides liaison support for INFOR and responsible for the maintenance of the Par Excellence system as they interface with other billing and related systems. Serves as primary advisor on supply charge capture from a materials point of view. Performs quality control, project management and other duties as related to the smooth functioning of the facility supply ordering and capture systems in accordance with the patient charge capture and other related Materials policies. Facility specific tasks will be listed in the standard operating procedures and guidelines.

Requirements

High school degree or equivalent with computer processing courses completed.
1 to 2 years advanced associates or bachelors degree level coursework.
A minimum of five years hospital supply delivery, or equivalent experience.
3 to 5 years' experience in supply aspects Materials Management.
Three (3) to five (5) years of progressively responsible experience in supply management and Information Technology operations in a health care setting.
Ability to facilitate complex and multi-layered projects related to supply distribution, tube system operations, and special inventory coordination.
Coordinates and implements new systems while acting as liaison for hospital, vendors, and special customer groups.
Must display ability to organize and document project assignments while working independently within established time frames and complete associated end tasks.
Must demonstrate strong interpersonal, communication, and customer focused service skills.
Demonstrates competence in the use of materials management systems INFOR, Par Excellences system and SRSII.
Ability to learn and master various information systems in support of daily tasks.
Strong customer service skills.
Demonstrates a high degree of skill in IT applications.
Well versed in all applications of the Microsoft Office product suite.
Able to learn various YNHH IT system applications.
Ability to work well with other many disparate departments.
Ability to work with minimal supervision.
Must be able to push, pull, lift up to 40 lbs.

Nice To Haves

Associates degree preferred.
Bachelor's degree or equivalent work experience preferred.

Responsibilities

Establish par levels for departments to meet supply needs by reviewing usage and meeting with department managers.
Compile and analyze various reports regarding the health of the supply chain.
Work with EPS, Nursing, Finance and Materials to ensure all necessary data is collected to add or update Patient Charge items.
Ensure stocked supplies are presented in a way to facilitate ordering (i.e. labels on shelves).
Perform Quality control on the Patient Charge policy from a Materials perspective.
Serve as primary advisor and implementer to Materials Management Leadership for any future patient charging system.
Participate in the development of strategic supply capture and reimbursement plans.
Track and share vendor handling fees from the distributor.
Provide data to Finance for unit charging and payment of vendor.
Attend meetings to ensure facility is attaining specific financial or operational goals surrounding the patient billing/charging system.
Support the smooth operation of the JIT (Just in Time) supply system.
Ensure high level of Customer Service Satisfaction to the Clinical, and Patient Care Users.
Exercise leadership in motivating others across the organization to assist in accomplishing the Hospitals goals, and objectives.
Train staff in the procedures of materials patient charge supply systems and operational initiatives surrounding charge capture.
Participate in CPI as well as other Revenue, Supply or Customer Service groups.
Respond to all emergency situations on twenty-four (24) bases.
Review back orders and determine when supplies are at critical levels.
Order supplemental supplies via the Lawson system to support supply shortages.
Identify substitute products if primary is not available.
Work with other departments to redistribute critical supplies.
Perform additions changes and deletions to the INFOR item master files, template files, and location files.
Perform other related INFOR tasks as necessary.
Perform additions, changes, and deletions to the Patient Charge Labeling System.
Troubleshoot PC label system as necessary.
Provide reports and data as needed to accomplish various projects.
Ensure smooth flow of accurate information between various billing systems.
Support the Unit Materials Associates staff in getting critical orders.
Train new UMA staff on the use of Materials supply ordering systems, INFOR and Par Ex system.
Meet with UMA staff to inform them of product changes.
Serve as member of Equipment Product and Standards (EPS) committee.
Assist in product evaluation and support the standardization of products.
Enforce the use of contracted items to help achieve hospital savings.
Coordinate and implement product conversions.
Coordinate product returns to the vendor or storeroom.
Determine whether a product can be returned to the vendor.
Process Return Goods Authorizations (RGA) with vendors.
Redistribute supplies which cannot be returned to other departments.
Monitor levels of returns to determine if Par levels need to be adjusted.
Perform weekly C&S rounds to keep departments at JACHO readiness regarding environment of care.
Inspect supplies for expiration dates, cleanliness, and stock rotation.
Assure that supplies are off floors and within 18 inches of the ceiling.
Assure that supplies are stored in the correct location and not in soiled utility rooms.
Inspect the services of the Materials Management department to assure the highest quality of service.
Report any staffing issues back to the Materials Manager.
Coordinate the supply moves when a department moves locations or supply rooms.
Meet with departments prior to move to review and set up supply systems.
Assist when new departments open to set up and establish their supply ordering systems.
Meet with YNHH prime vendor on a weekly basis to review vendor performance.
Assist Patient Care units with special supply ordering needs.
Source and order special supply needs by a patient care unit.