Ambulatory Supply & Equipment Coordinator

Yale NewHaven Health; New Haven (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

Yale NewHaven Health is seeking a Children's Procedural Supply Coordinator to manage inventory, ordering, receiving, and stocking for all CH procedural locations. You will optimize par levels and coordinate emergency procurement in collaboration with CH Procedural Leadership.

Proficiency with Lawson, SIMS, QSight, and MS Office is required, along with strong vendor relations and customer service skills. This is a full-time, on-site role based in New Haven, CT.

Qualifications

• Minimum of 3 years working with Medical/Surgical Supplies in procedural environment or Materials Management.
• Experience with purchasing, accounts payable, and patient billing is preferred.
• Familiar with inventory, ordering, receiving, stocking, and PAR level development.

Responsibilities

• Daily inventories, orders, and receipt of shelf supplies across CH procedural locations.
• Coordinate procurement and loaning of supplies and equipment; ensure timely delivery.
• Maintain accurate inventory records and vendor communications.
• Assist with staff training and cross-functional problem solving.

Skills

Inventory management

Par level optimization

Vendor relations

Customer service

Data entry

Education

High School diploma

College preferred

Tools

Lawson

SIMS

QSight

Microsoft Word

Microsoft Excel

Job description

Overview

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. Under the direction of the Children's Procedural Supervisors, the Children's Procedural Supply Coordinator is responsible for ordering and managing medical/surgical and clerical supplies used by all cost centers reporting to the Children's Periop leadership team. This includes the inventory, ordering, receipt, stocking, and processing of all materials. Maintains inventory records of supplies on hand, ordered and received. Coordinates the borrowing of supplies/emergency supplies to ensure high customer satisfaction. Actively establishes, reviews, and recommends par changes in PDAD to accomplish inventory reduction initiatives. Responsible for the timely and accurate review and processing of patient charges to ensure enhanced revenue to the hospital. Helps to maintain an accurate Lawson database. Ensures appropriate steps taken to comply with the hospital's environment of care requirements within to include removing expired products from the supply areas and clean/organized work areas.

EEO/AA/Disability/Veteran

Responsibilities

• 1.Daily inventories, orders, and receives shelf supplies in the storerooms ensuring stock availability at all Children's procedural locations. Collaborates with CH procedural Leaders to process any special order requested.
  • 1.1Orders supplies for the Storeroom to maintain appropriate levels of stock in all supply areas based on either established par levels within the Lawson PDAD, QSight application or established par sheets.
• 2.Actively uses PDAD and reports to establish, review and recommend par changes to accomplish inventory/cost reduction initiatives.
  • 2.1Identifies and coordinates the implementation of functional equivalent products or formulary requests in collaboration with Cluster Leader's, Administrative Coordinator and Purchasing Department.
• 3.Maintains accurate inventory records, details and levels for all products.
  • 3.1Performs setup functions within QSight to assign and identify consignment status, implant status, inspection requirement, price, par level, Lawson number, location, lot number tracking requirement and the contents of count sheets for all products assigned via a description alias.
• 4.Provides customer service to CH procedural staff to assist with locating supplies in the storeroom. Executes and coordinates the routine and emergency procurement and loaning of supplies and equipment as required for services and follows up with Children's Hospital procedural Management to identify ways to minimize further incidents.
  • 4.1Contacts vendors to coordinate timely, efficient procurement of emergency supplies not routinely stocked in the Operating Room as requested or needed. Locates, acquires and ensures delivery of appropriate supplies and/or equipment as requested by Cluster Leader, OR staff or Administrative Coordinator.
• 5.Assumes responsibility to assist with the securing and monitoring of equipment.
  • 5.1Verifies that all NON-PHOTO ID vendors have an appointment, are properly signed in and have appropriate completed paperwork before issuing a dated sticker allowing access into the OR. No cold calls allowed.
• 6.Ensures appropriate steps taken to comply with the hospital's environment of care requirements to include removing expired products from the supply areas and clean/organized work areas.
  • 6.1Keeps all boxes off floor on pallets or wire racks.
• 7.Performs coverage as needed for other projects and initiatives that impact the delivery of patient care.
  • 7.1Receives bone/tissue and LVAD products, verifies packing slips of shipped product and integrity of shipper
• 8.Assumes responsibility for personal /professional growth and development, the training and development of other staff and the evolution of services in the department.
  • 8.1Actively participates in the training and orientation of new staff documenting competency of trainee.
• 9.Works in cross-functional teams to determine the cause and appropriate resolution of supply maintainence issues and proactively manage vendor relations.
  • 9.1Responds to inquiries from various YNHH departments in a timely manner.
• 10.Is knowledge in the ordering and managment of outside purchase ordering and the implementation of supply charge capture associated with new products.
  • 10.1Inventories, orders and receives inventory using ORMM computer applications such as SIMS and Lawson.

Qualifications

EDUCATION

High School diploma, college preferred.

EXPERIENCE

Minimum of 3 years working with Medical/Surgical Supplies in procedural environment, CSS or Materials Management capacity. Experience with purchasing, accounts payable, and patient billing is preferred. Must be familiar with Materials Management Functions of inventory, ordering, receipt and stocking, review of usage report data and development of appropriate PAR levels. Experience with Microsoft Word, Excel, and Lawson. Experience with ordering, receiving, re-stocking, and managing pars of all supplies required for services in all cost centers reporting to CH procedural leadership.

SPECIAL SKILLS

Must be able to operate a computer for data entry, extraction, report generation and information management. Skills required in researching individual supply requirements and developing plans to ensure product available based on procedural surge demands. Must be able to perform calculations to establish pars based on usage history. Needs to be familiar with Microsoft Applications such as Word, PowerPoint and Excel.

PHYSICAL DEMAND

Works within the Children's Hospital procedural departments' environment while clinical care is being rendered. Must be able to lift boxes up to 50lbs. Must be able to stand, squat and walk for prolonged periods of time. Must have the ability to push supply trucks up to 500 lbs.

YNHHS Requisition ID

189491