Materials Coordinator

POSITION SUMMARY:

This position is responsible for a variety of financial non-nursing functions, in all areas of the Emergency Department,  OR, PACU, Anesthesia, Perfusion, Cath Lab/IR,  EP Lab, Sterile Processing, and Endoscopy. This includes responsibility for service operations/finance, data management, materials management, equipment, quality control, data collection and reporting. They take a proactive role in the efficient and fiscally responsible operation of the units. The position requires resourcefulness, flexibility, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion. The candidate will consistently apply the corporate values of Respect and are responsible for knowing and acting in accordance with the BMC Corporate Compliance Program and Code of Conduct.

Position: Materials Coordinator        

Department: MDS MP Operations

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Inventory and Supply Responsibilities

• Responsible for the ordering, inventory, accountability, and charging of stock and non-stock surgical supplies, physician special requests and equipment.

• Creates and reviews  all requisitions for accuracy before forwarding to the approver and buyer

• Maintains records of all purchase orders.

• Regularly inventory all supplies and equipment.

• Inventories  incoming material for accuracy against purchase orders and vendor packing slip 

• Evaluates and adjust par levels in cooperation with the CPD, OR and ED Support Staff as needed.

• Assists with physical inventories, special inventory or cost/quality projects as needed.

• Communicates with OR and ED  Managers regarding issues associated with supplies that impact the surgical schedules and ED day-to-day operations

• Arranges to have needed equipment delivered for added surgical special procedures or next-day surgical, ED or Endoscopy  procedures

• Stages orders according to end user  location and verify order receipt

• Works with product vendors to ensure product availability, substitutions, pricing, and lead times

• Maintains good relationships with instrument and product representatives to ensure surgical products are available on site, as needed 

• Assists with Project Management in conjunction with Service Line Coordinators, Sterile Processing and IPP and ED  managers /directors  to onboard new surgeons; core space, instruments, disposables and consignment inventory

• Maintains all implant consignment; usage verification, proper nursing documentation, expiration no charge exchanges and bill and replace orders for next day replenishment

• Manages the  Central Processing clean room  and ED Designated non-stock clean room  to keep it well maintained; neat, organized, and stocked within the par level parameters  to ensure  product is available for use

• Open  order tracking in conjunction with Procurement, Contracts, Backorder Management  to identify issues from backorders to contract updates or other internal and external issues that could create open orders

• OR and ED  pack and kit management working with Custom Pack purveyors, the Service Line and ED Medical Director  to maintain proper inventory for OR surgical kit and packs aiding with product discontinuation and replacement or substitute options,  when needed

• Maintains non-stock PPE for OR and Sterile Processing

• Create order requisitions,  follow up and expedite purchase orders for instrument repairs, consignment and special orders for ED,  Anesthesia, Endoscopy, Moakley and Menino ORs and PACU/Pre-Ops, Cath Lab IR and EP Lab, Perfusion   and Sterile Processing

• Track order progress and expedite the movement of orders throughout the   receiving and distribution process

• Follow-up  Backorder report providing updates in conjunction with OR buyer and  Backorder Management Coordinator to provide Service Line Coordinators and IPP management team vital information to make informed decisions regarding substitute and/or expedited delivery needs.

• Monitor open orders, and request purchase order resubmissions, as needed after confirming with Vendor POs not received, pricing discrepancies, Buy Unit of Measure issues, etc. 

• Coordinates and maintains systems for (a) control group of inventory levels in the Adult Emergency Department, Pedi Emergency Department, Urgent Care, Psych and the observation unit (b) monitors special order purchasing of supplies and equipment and capital equipment

• Uses an electronic ordering system to order and receive supplies using indust