Clinical Logistics Assoc II

Yale NewHaven Health; New Haven (CT); On-site; USD 60,000 - 80,000; Full time

Job summary

Yale New Haven Health is seeking a Clinical Logistics Associate II to manage medical/surgical and clerical supplies for operating rooms. You will handle inventory, ordering, receiving, stocking, and processing of materials, and keep accurate records in QSight, SIMS, PDAD and InFor.

The role focuses on par level optimization, vendor coordination, and collaboration with OR staff to ensure timely supply delivery and accurate patient charges for enhanced revenue and patient care.

Qualifications

• Minimum 4 years in Operating Room Medical/Surgical Supplies or Materials Management.

Responsibilities

• Daily inventories, orders, and receipts to maintain stock for all surgical cases.
• Review OR schedule and process special-order requests with Cluster Leaders.
• Maintain accurate inventory records in QSight/InFor.
• Coordinate with vendors for timely procurement of emergency supplies.

Skills

Time management

Multi-tasking

Communication skills

Organized

Education

High School diploma

College preferred

Tools

QSight

InFor

PDAD

SIMS

PAR levels

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 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 within to include removing expired products from the supply areas and clean/organized work areas. Properly executes ORMM vendor policy.

EEO/AA/Disability/Veteran

Responsibilities

• 1.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.
  • 1.1Receives 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.
• 2.Actively uses QSight to establish, review and recommend par changes to accomplish inventory 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 managed within QSight in accordance with the QSight Working Manual.
  • 3.1Contacts 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.
• 4.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 follow up with Clinical Logistics 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.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.
  • 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 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.
  • 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 invoicing or accounts payable issues to resolve and proactively manage vendor relations.
  • 9.1Responds to inquiries from various YNHH departments in a timely manner.
• 10.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 of vendor implant trays and ensuring the accuracy of the kits for surgery. Works with Accounts Payable to review, authorize and reconcile invoices as needed.
  • 10.1Inventories, 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, re-stocking, 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.

SPECIAL 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. 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.

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 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. WORK ENVIRONMENT: May be exposed to infectious diseases, hazardous waste and radiation.