Clinical Logistics Assoc II

Yale New Haven Health; New Haven (CT); On-site; USD 50,000 - 70,000; Full time

Job summary

Yale New Haven Health is seeking a Clinical Logistics Associate II in New Haven, CT. This position is responsible for overseeing the ordering and management of medical/surgical supplies used in operating rooms. Candidates should have at least 4 years of experience in a relevant capacity, handling inventory, and supplier coordination, along with proficiency in relevant software such as InFor and QSight. Strong communication and multitasking skills are essential along with a commitment to maintaining high standards for surgical readiness and compliance.

Qualifications

• Minimum of 4 years of experience with Operating Room Medical/Surgical Supplies.
• Familiarity with Materials Management functions including inventory and ordering.
• Experience with Microsoft software and management systems.

Responsibilities

• Order and manage medical/surgical supplies for operating rooms.
• Maintain accurate inventory records and stock levels.
• Coordinate procurement of emergency supplies as needed.
• Provide customer service to OR staff regarding supplies.

Skills

Strong time management

Analytical skills

Communication skills

Ability to multi-task

Computer software knowledge

Education

High School diploma

Tools

Microsoft Word

Microsoft Excel

InFor

POINTS

SIMS

QSight

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 Clinical Logistics Supervisor, the Clinical Logistics Associate II is responsible for ordering and managing medical/surgical and clerical supplies used by all operating rooms. 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 QSight, SIMS and 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 InFor database. 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. Properly executes ORMM vendor policy.

EEO/AA/Disability/Veteran

Responsibilities

• Daily inventories, orders, and receives shelf supplies in the storerooms ensuring stock availability at all locations and for scheduled surgical cases. Reviews the OR schedule and collaborates with Cluster Leaders to process any special‑order requests needed for scheduled surgeries. Orders supplies for the Storeroom to maintain appropriate levels of stock in all supply areas based on either established par levels within the InFor, PDAD, QSight application or established par sheets.
  • Receives supplies, verifies orders for completeness and neatly stores items in proper areas adhering to Joint Commission Standards within one hour of receipt. Follows up with Purchasing/Receiving to resolve any discrepancies. Notifies OR Materials Management as appropriate.
• Actively uses QSight to establish, review and recommend par changes to accomplish inventory reduction initiatives.
  • Identifies and coordinates the implementation of functional equivalent products or formulary requests in collaboration with Cluster Leader's, Administrative Coordinator and Purchasing Department.
• Maintains accurate inventory records, details and levels for all products managed within QSight in accordance with the QSight Working Manual.
  • Contacts 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.
• Provides customer service to OR 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 scheduled service and follows up with Clinical Logistics Management to identify ways to minimize further incidents.
  • Contacts 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.
• Demonstrates thorough understanding of the Clinical Logistics Management Vendor Policy by appropriately triaging all visits to the OR by vendor and ensures appointments were established.
  • Verifies 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 are allowed.
• Ensures appropriate steps taken to comply with the hospital's environment of care requirements to include removing expired products from the supply areas and maintaining clean/organized work areas.
  • Keeps all boxes off the floor on pallets or wire racks.
• Performs coverage as needed for the Bone & Tissue regulatory requirements as well as the LVAD destination program to include receiving, reconciling packing slips and implanted items, verifying integrity of the shipped items, logging serial/lot numbers into QSight, complying with audits and assisting Accounts Payable.
  • Receives bone/tissue and LVAD products, verifies packing slips of shipped product and integrity of the shipper.
• Assumes responsibility for personal & professional growth and development, the training and development of other staff and the evolution of services in the department.
  • Actively participates in the training and orientation of new staff, documenting competency of the trainee.
• Works in cross‑functional teams to determine the cause and appropriate resolution of invoicing or accounts payable issues to resolve and proactively manage vendor relations.
  • Responds to inquiries from various YNHH departments in a timely manner.
• Performs coverage as needed for the Implant Technology/SIMS requirements. Responsible for generating orders, reviewing/setting pars, receiving, and putting product away in the Synthes cabinets and other product lines as assigned. Also responsible for stocking vendor implant trays and ensuring the accuracy of the kits for surgery. Works with Accounts Payable to review, authorize and reconcile invoices as needed.
  • Inventories, orders and receives inventory using ORMM computer applications such as SIMS and InFor.

Qualifications

EDUCATION

High School diploma, college preferred. Equivalent work experience may be considered.

EXPERIENCE

Minimum of 4 years working with Operating Room Medical/Surgical Supplies in an OR, 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 Federal regulatory requirements such as handling Bone and Tissue products preferred. Experience with ordering, receiving, restocking, and managing PARs of implants stocked in CSS trays highly desirable. Experience with Microsoft Word, Excel, InFor, POINTS and SIMS applications preferred. Proven ability to learn technical tools.

SPERIAL SKILLS

Strong time management, ability to multi‑task with accuracy and efficiency. Analytical, insightful and innovative. Goal orientated team player adaptable to change. Organized and good communication skills. Must have computer software knowledge, including point‑of‑use systems, PAREX, MMIS (InFor), QSight. Skills required in researching individual supply requirements and developing plans to ensure product availability prior to scheduled surgery dates. Must be able to perform calculations to establish PARS based on usage history. Must be able to operate a computer for data entry, extraction, report generation and information management.

PHYSICAL DEMAND

Subject to many interruptions. Works within the perioperative department and wears surgical attire around supplies. Must be able to lift boxes up to 50 lbs. 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. WORK ENVIRONMENT: May be exposed to infectious diseases, hazardous waste and radiation.