Surgical Services Case Cart Coordinator, UofL Hospital

UofL Health•Louisville, KY

1d•Onsite

About The Position

The Case Cart Coordinator coordinates the preparation, assembly, delivery, tracking, and reconciliation of surgical case carts. The role ensures supplies, instruments, equipment, and specialty items are accurate and available for scheduled procedures, supporting efficient operating room operations and patient safety. The coordinator works closely with surgeons, nurses, surgical technologists, sterile processing, materials management, scheduling, and other perioperative departments. The position reviews the daily surgical schedule, prepares and verifies carts according to surgeon preference cards and established standards, and arranges delivery to the appropriate operating room before procedures. It identifies missing, incorrect, expired, or unavailable items; supports preference-card review and updates; helps manage inventory and reduce waste; and escalates issues that could delay surgery. The coordinator also supports daily OR readiness, huddles, and communication about schedule changes, add-on cases, emergency cases, and urgent cases. The role requires adherence to infection-prevention, sterile-processing, patient-safety, confidentiality, organizational, and regulatory standards. It also requires professional, collaborative communication and a commitment to UofL Health’s values of honesty, integrity, compassion, teamwork, continuous improvement, and responsible use of resources.

Requirements

High school diploma required.
Graduation from an accredited technical or vocational program, or previous on-the-job training.
American Heart Association BLS certification required.
One year of experience in an operating room as a surgical technician.
Effective verbal and written communication skills.
Ability to provide professional phone service, answer and direct calls, and deliver excellent customer service.
Ability to manage time, prioritize tasks, and meet deadlines with little direct supervision.
Ability to build effective working relationships with employees, colleagues, management, and vendors through trust, communication, and credibility.
Ability to ensure accuracy in data entry, document creation, and filing systems in a healthcare environment.
Ability to work neatly, efficiently, accurately, and professionally, with effective coordination and communication.

Nice To Haves

Surgical Technologist Certification preferred.

Responsibilities

Review the daily surgical schedule and prepare case carts according to surgeon preference cards and established standards.
Ensure required instruments, supplies, implants, medications, equipment, and specialty items are available for scheduled procedures.
Assemble carts accurately according to established case-cart standards.
Coordinate delivery of completed carts to the appropriate operating room before the scheduled procedure.
Verify that carts are complete, properly labeled, and organized for the surgical team.
Identify missing, incorrect, expired, or unavailable supplies and communicate concerns promptly.
Review surgeon preference cards for accuracy and completeness, identify discrepancies, and collaborate with clinical staff and leadership on updates.
Support standardization of supplies and reduction of unnecessary items on preference cards.
Assist with inventory rotation and removal of expired or obsolete products.
Help reduce supply waste, duplicate products, and unnecessary opened items.
Prepare case carts within established timeframes and participate in daily OR readiness activities.
Escalate missing instruments, supplies, equipment, or implants that could result in a surgical delay.
Follow infection-prevention, sterile-processing, patient-safety, confidentiality, organizational, and regulatory requirements.
Help ensure instruments and supplies are appropriate for the planned procedure and available before the patient enters the OR.
Serve as a communication link between the OR, sterile processing, materials management, scheduling, and other support departments regarding case-cart needs.
Communicate surgical schedule changes promptly and coordinate add-on, emergency, and urgent cases.
Maintain professional communication with surgeons, anesthesia, nurses, surgical technologists, and support staff.
Participate in daily huddles and identify potential barriers to surgical flow.
Demonstrate professionalism, customer service, collaboration, and support for team members.
Protect sensitive information and comply with organizational and department safety standards.