Job description

Responsible for comprehensive requirements of medical / surgical supply flow management for multiple departments. Incumbent consistently anticipates consumption, re-ordering, restocking of consumable supplies. Expenses supplies while managing accounts payable (A/P) to correct department. Assigns accurate general ledger code to supply items. Verifies correct pricing of supply items applied to invoice and obtains correct pricing from vendor before sending invoices to accounting for payment. Reconciles itemized patient care supplies for appropriate charges within patient accounting system and/or inventory management system. Coordinates purchasing information with OEM vendors and the requesting department when procuring capital equipment and specialty physician preferred items, negotiating best value for goods or services. Maintains inventory data base including product description, Mfr #, contract pricing, quantity on hand and concurrent inventory value. Analyzes concurrent data, identifies cost saving opportunities using LEAN practices and prepares strategic plan for conservation of resources. Abides by corporate GPO contracts, prime distribution vendor and other aggregated agreements determined by managing company.

Essential Job Responsibilities with demonstrated competency:

• Concurrent monitoring of inventory levels, supply consumption and pro-actively originates orders to prevent insufficient supply for routine business operations.
• Concurrent monitoring of case type and case volume with anticipated consumption of specialty supplies to prevent insufficient supply on date of service.
• Concurrent coordination with management of physician preferred items (PPI), requiring special handling considerations in advance of scheduled procedure.
• Places orders using inventory management system or direct with vendors to consistently sustain inventory levels.
• Electronic ordering practices preferred.
• Consistently monitors status of orders, expected delivery and closes purchase order upon receipt.
• Maintains equivalent product substitutions for back orders.
• Coordinates with Department Manager when ordering loaner instruments sets or equipment communicating with vendor the requirement of delivery before date of service.
• Originates P.O. for specialty PPI brought by vendor representative.
• Delivers invoice price of PPI to billing services for payment.
• Communicates essential information to end users when product delivery is disrupted, back ordered, or unavailable.
• Maintains accurate inventory data base, using uniform nomenclature, product description, OEM product number, distributer order number, NDC number (if applicable), contracted price and par level kept on hand.
• Enters implants into implant log within patient accounting system.
• Depletes supplies used within the patient accounting system.
• Conducts timely follow up on troublesome orders, untimely or incorrect delivery of supply, quantity or pricing discrepancies.
• Conducts regular communication with vendor representatives to accurately account for products received, accurate pricing, contract pricing and accurate invoice pricing.
• Conducts negotiations with third party vendor providing services, under guidance of Administrator or Department Manager.
• Conducts negotiations with OEM vendor representatives for securing local agreements with price protection for term of agreements.
• Compliant to product formulary as prescribed by Management Company.
• Compliant to GPO held corporate agreements to ensure best pricing.
• Compliant to prime distribution vendor.
• Variance to alternate vendors must be approved by Director of Inventory Management (management company).
• Reconciles accuracy of delivered supplies against purchase order, recognizing back order status.
• Reconciles accuracy of delivered supplies against packing slip at time of receipt. This task may be delegated, but must be monitored for quality control by incumbent.
• Reconciles accuracy of invoice against packing slip and purchase order.
• Contacts vendor with identified discrepancy.
• Assigns accurate general ledger codes to invoices.
• Originates supply cost/case reports as directed by management.
• Represents with clarity information specific to budget variances to management on variable supply costs.
• Represents capital equipment options based on research conducted: including durability, best value, warranty, maintenance program etc. to ensure longevity of purchase.
• Collaborate with department management when final purchasing decision is made by governing board.
• Organizes, directs others and performs physical count inventory to determine value on hand upon request of leadership.
• Inventory count performed at minimum once per year.

Technical Competency: Abilities, Skills, Knowledge required for success in the work environment:

• Possesses job knowledge in supply chain management, planning and procurement of goods and services.
• Possesses abilities to analyze data to achieve LEAN practices, improve cost savings and prepare strategic plan.
• Possesses abilities which demonstrate incumbent is detail oriented, able to anticipate consumption based on trend, orders with accuracy and supply chain management is methodical.
• Possesses aptitude for utilizing SaaS for inventory management (SAP, IOS, Rubicon or other inventory management system).
• Possesses aptitude for recognizing product name, re-order numbers, product PAR level and accurate pricing.
• Possesses abilities to quickly withdraw from use recall products by associated manufacturer or distributer.
• Demonstrates high functioning organizational skills, maintaining electronic or paper trail for the assurance of maintaining virtual inventory and accurate accounting of supply consumption.
• Assign item category
• Enters quantity received
• Allocation of supplies to user department.
• Depletion of supplies used
• Demonstrates ability to act quickly when supply availability is discovered as depleted, near depletion and need of supply on hand is urgent by end user.
• Formulates corrective action plan and communicates status to department manager.
• Secures supply by alternate means.
• Demonstrates ability to conduct product negotiations with suppliers and services upon request by management.
• Demonstrates ability to conduct product research for requested supply newly introduced to market place.
• Verbalizes or prepares written report of findings and recommendation prepared for management to reach informed purchase decision.
• Demonstrates ability to conduct product research for substitutions, repair or replacement options for obsolete products.
• Verbalizes or prepares written report of findings and recommendation prepared for management to reach informed purchase decision.
• Coordinates with department management for product or equipment trials when identified as opportunities for cost savings or upon request of management.
• Coordinates with OEM vendor for product during trial period.
• Demonstrates abilities to conduct research of new product information, and make recommendation to leadership.
• Demonstrates abilities to gather and evaluate competitive products for similarities or contrasting properties and make recommendation to leadership.
• Demonstrates abilities to recommend alternative products for cost containment solutions to end users.
• Demonstrates abilities to explain substitutions when usual product is unavailable to end users.
• Coordinates equipment repairs with management or directly with 3rd party service vendor, accounts for repair completion and accurate invoicing.
• Conducts annual evaluation of inventory for obsolescence, redundancy, or overstock, preparing a corrective action plan to return inventory to normal levels by elimination, or reduction.
• Communicates findings and plan of correction to leadership for final direction.
• Maintains sterile supply storage areas in orderly & organized manner, stocked to PAR levels.
• Maintains shelving heights from floor, ceiling or outer walls in accordance to infection prevention and safety standards.
• Separates sterile supplies from shipping containers to prevention introduction of dust, dirt or pests to clean storage.
• Appropriately delegates tasks to multi-skilled workers in restocking activities and supervises performance of expected outcome.
• Possesses abilities to read and interpret technical written information, instructions for use and apply accordingly.
• Methodically applies rational thought to practices which ensure an environment of safety and security for business assets.
• Consistently applies hand hygiene practices to reduce cross contamination.
• Protects patient privacy. Understands and applies privacy and security of HIPPA regulations related to PHI and ePHI.

Behaviors contributing to professional success in the work environment:
Professionalism:

• Self awareness of professional image to peer group, patients, physician and visitors.
• Self awareness of personal and professional strengths and weaknesses and accepts accountability and responsibility for self improvement.
• Self awareness of personal emotions and manages conduct without creating disruption or impacting others in the workplace.
• Shares expertise with others, providing training on new product or arranges for company representative to provide training.
• Treatment of others is with mutual respect, regardless of age, gender, ethnic, cultural or spiritual differences, job title, status or position, and is committed to promotion of a harassment-free environment.
• Maintains confidentiality, and discretion when recipient of privileged information.
• Evaluates independent actions and calculated risks, seeking opportunity for improvement or advancement.
• Displays willingness to make decisions, exhibits sound and accurate judgment, ability to explain rationale for decisions and appropriately includes essential people in decision-making process.
• Seeks opportunities for increased responsibilities; serving on committee's or accepts special assignments.
• Upholds organizational values, culture and mission statement.

Reliability & Quality of work:

• Documents equipment or supply related events which impact patient, physician or personnel using event reporting management tool.
• Keeps commitments and maintains consistent professional conduct conveying reliability in job performance.
• Acknowledges ability, skill and knowledge deficits and asks for assistance appropriately.
• Independently directs productivity by prioritizing and planning work assignments in an organized manner.
• Independently originates cost saving solutions to antiquated practices.
• Follows instructions or directives given by management.
• Completes tasks on time or notifies appropriate person with an immediate alternate plan and a long term corrective action plan.
• Completeness of task is thorough, accurate and timely, promoting quality controls.
• Restores and restocks storage locations, work stations and monitors continuously for outdated supplies.
• Manages rotation of shelf inventory by first in first out preventing outdated supplies.
• Consistently is attentive to attendance and punctuality, and requests for time off is appropriate and timely for the conditions.

Communication:

• Clear, concise, accurate and timely and seeks clarification, both written and verbal context.
• Consistently provides end users of product deficiencies which impair immediate access to product consumption.
• Maintains accurate & current product information within the inventory module of the patient accounting system.
• Paper work is organized for ease of tracking product in the acquisition flow and payment stream.
• Committed to resolving conflict with other(s) through lines of direct communication first, or seeks assistance from management for timely resolution.

Team Work:

• Immediately recognizes the critical role and responsibilities held in fulfilling job assignment for providing the right product at the right time in the right quantity for the right procedure.
• Recognizes and acknowledges the skill, knowledge and talents of co-workers and genuinely expresses praise and encouragement, supporting everyone's effort to succeed.
• Remains open to ideas of others, exhibiting objectivity.
• Gives and welcomes feedback for the purpose of improvement or reaching creative solutions as a group.
• Balances team and individual responsibilities, contributes to building a positive team image by placing success of team above own interests.
• Able to rally morale and group commitments to meet goals and objectives.
• Volunteers readily for tasks or responsibilities that may be for the greater benefit of the team.

Customer Service & Business Stewardship:

• Recognizes all customer relations as vital to future business relationships and reputation.
• Interaction with customer is focused for the attainment of quality, safety and accomplishment of the expected outcomes.
• Conserves organizational resources, including supply consumption; judicious fiscal responsibility; and budgetary restraints.
• Develops cost saving measures and appropriations of essential resources and services.
• Responds appropriately to requests made by customers (Patient, Family, Physician, Peer, AHP, Industry Representative, Guest) in a prompt and effective manner.

Qualifications:
To perform this job successfully, an individual must be able to perform scope of job responsibilities at the minimum level of competent, with proficient or expert level preferred. The requirements listed above are representative of the abilities, knowledge and skill required for sustained employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• Certification in Supply Chain Management, desired.
• 3 – 5 years prior experience in supply chain management, required.

Language Ability:
Read, analyze, and interpret and reiterate information from equipment operators' manuals, technical transcripts, procedure manuals. Recognize and use medical terminology. Effectively communicate information and respond to questions from physicians, peers, managers.

Math Ability:
Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Calculate rate, ratio, and percentage.

Computer Skills:
Proficiency: Envi experience preferred, Microsoft Office, other inventory management application.
Excel spread sheets.
Proficient use of business patient accounting system.

Physical Demands:
The physical guidelines include ability to regularly lift (floor to shelf) supply boxes/cartons weighing up to forty (40) pounds; pushing/pulling carts loaded (up to 150 pounds) with supplies; frequently stooping, twisting, bending, reaching from (floor to shelf) to unpack supply boxes and stock storage cupboards/shelves; climbing stairs, sitting at computer and typing up to two (2) consecutive hours.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duty of this job, the employee is repeatedly exposed to potentially infectious material, and biological bodily fluids. This job is Category I of the OSHA definitions. Occasionally exposed to fumes or airborne particles; toxic or caustic chemicals and pharmaceutical waste and risk of radiation. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $26.00 - $34.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Boulder, CO 80303: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• High school or equivalent (Required)

Experience:

• Supply chain: 1 year (Preferred)
• Procurement: 1 year (Required)

Work Location: One location

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