Surgical Services Case Cart Coordinator, UofL Hospital

UofL Health•Louisville, KY

2d•Onsite

About The Position

The Case Cart Coordinator coordinates the preparation, assembly, delivery, tracking, and reconciliation of surgical case carts to ensure supplies, instruments, equipment, and specialty items are available and accurate for scheduled procedures. The role works closely with surgeons, nurses, surgical technologists, sterile processing, materials management, scheduling, and other perioperative departments to support efficient operating room operations, minimize delays, and promote patient safety. The coordinator reviews the daily surgical schedule and surgeon preference cards, assembles and verifies carts, and ensures completed carts are properly labeled, organized, and delivered to the appropriate operating room on time. The role identifies and communicates missing, incorrect, expired, or unavailable items; supports preference-card accuracy and standardization; helps reduce supply waste; and assists with inventory rotation. The coordinator also supports daily OR readiness, escalates potential barriers to surgical flow, and coordinates add-on, emergency, and urgent cases. The position requires a high school diploma, graduation from an accredited technical or vocational program or previous on-the-job training, and one year of operating-room experience as a surgical technician. Surgical Technologist Certification is preferred, and American Heart Association BLS certification is required. The coordinator is expected to communicate effectively, manage time and priorities, maintain accuracy and confidentiality, work collaboratively, and provide professional customer service.

Requirements

High school diploma required.
Graduation from an accredited technical or vocational program or previous on-the-job training.
One year of experience in an operating room as a surgical technician.
American Heart Association BLS certification required.
Ability to communicate effectively verbally and in writing.
Ability to manage time effectively and prioritize tasks.
Ability to build strong working relationships through trust, communication, and credibility.
Ability to ensure accuracy in data entry, document creation, and filing systems in a healthcare environment.
Ability to perform work neatly, efficiently, accurately, and professionally, with effective coordination and communication.
Ability to complete duties by established deadlines with little direct supervision.
Professional phone etiquette and customer-service skills.
Ability to maintain confidentiality and follow organizational and department safety standards.

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 each scheduled procedure.
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 efficient use by the surgical team.
Identify and promptly communicate missing, incorrect, expired, or unavailable supplies.
Review surgeon preference cards for accuracy and completeness and identify discrepancies with actual case requirements.
Collaborate with surgeons, surgical technologists, nurses, and leadership to update preference cards and support standardization of supplies.
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 cause a surgical delay.
Follow infection-prevention, sterile-processing, patient-safety, 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.
Maintain confidentiality and protect sensitive data.
Work collaboratively, demonstrate professionalism, and provide exceptional customer service to physicians, patients, residents, visitors, staff, and the broader healthcare community.
Answer and direct phone calls using professional phone etiquette.
Manage time and priorities, maintain accurate data entry and documentation, and complete duties by established deadlines with little direct supervision.