Surg Svc Material Analyst

Beacon Health System; Elkhart (IN); On-site; USD 38,000 - 58,000; Full time

Job summary

Beacon Health System seeks an inventory/charge integrity specialist to support Surgical Services. Responsibilities include maintaining par levels, replenishing anesthesia and surgery supplies, and ensuring accurate patient charges across Cerner and related systems.

The role requires healthcare inventory experience, strong data entry and Excel skills, and the ability to collaborate with vendors and clinical staff to improve efficiency.

Qualifications

• Minimum 2 years in healthcare in a procedural setting or 2 years of inventory experience.
• Proficient data entry with accuracy; MS Excel skills.
• Knowledge of materials operations and systems; medical terminology helpful.

Responsibilities

• Maintain inventory accuracy in Surgical Services areas; determine par levels.
• Replenish surgery/anesthesia supplies; coordinate with vendors and staff.
• Perform charge audits and correct discrepancies for accurate billing.
• Process batch charges and review implants and supplies in Cerner/PeopleSoft systems.
• Communicate with management and vendors to resolve inventory issues.

Skills

Inventory control

Data entry

Analytical skills

Communication

Education

Associate degree preferred

Tools

MS Excel

Job description

Reports to Surgical Services Business Manager. Performs replenishment activities for Main OR Center Core on used items and anesthesia supply room, carts and any areas utilizing anesthesia or surgery related supplies. Monitors for outdates on Main OR Center Core supplies. Routinely works with vendors, Materials Management, Sterile Processing, Specialty Team Leads, department staff and Surgical Services Management to promote cost effective and efficient supply replenishment. Performs integrity checks on Surgical Services procedural case charges and makes appropriate corrections to reflect supply and resources used. Sets up Art Line/Hot Lines to assist clinical staff. Maintains anesthesia equipment.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Inventory Control

• Maintains high level of working knowledge of the required supplies in Center Core, Anesthesia storage room, and other Surgical Svcs depts.
• Maintains a clean, organized, uncluttered area through the orderly storage of incoming product to protect hospital staff and assets.
• Works and communicates with other Materials and support staff to perform routine and timely maintenance to ensure PeopleSoft system accurately reflects the physical layout of Center Core.
• Effectively assesses by scanning or using analytical tools and skills to replenish necessary surgery/anesthesia related supplies and accurately define par levels to maintain product.
• Effectively understands the different business unit set ups in the Material Management System as it relates to replenishment of supplies direct from vendor to Center Core on Surgery only items and direct from EGH materials departments.
• Performs routine and timely assessment for the replacement of expired product in all inventory areas.
• Maintains ownership, coordinates with, and/or suggests improvements to support more efficient placement of supplies and replenishment for clinical staff and process workflow.
• Offers assistance and support to clinical staff in replenishing special order supplies as requested by team leaders for planned procedures.
• Communicates with the Purchasing department regarding the status of incoming product.
• Works with Materials and/or vendors to solve delivery and order problems to expedite the receipt of supplies, including back orders, incorrect shipment and incomplete shipments.
• Performs routine counts of inventory in Surgical Services areas based on directives from management.

Patient Charge Integrity Audits

• Performs timely charge reasonability audits on Surgical Services patients using procedural schedules.
• Procedural areas include Main OR, CVOR, Cath Lab and Endoscopy. Other areas include: PACU, OPS-Pre/Post, CVR and any other area(s) added within Surgical Services.
• Corrects all discrepancies identified in a timely manner to insure accurate billing.
• Accurately enters manual charges for any Surgical Services area as needed.
• Reviews all charge error corrections submitted for accuracy.

Processing From Patient Charge To Vendor Payment

• Maintain high level of working knowledge of required elements in the Cerner, Surginet and People Soft systems to accurately reflect the usage of supplies and services, the charging of supplies and services to patients and the processing of Bill Only POs to vendors.
• Effectively use system reports and all postoperative case paperwork to compare, review, and analyze implants or other supplies used as entered into the Cerner record.
• Identify discrepancies and recommend necessary corrective action to clinical staff, vendor or other staff supporting the surgical services procedural areas and related systems.
• Works with Vendors, Materials Management, Sterile Processing and Surgery Management to obtain current pricing information on implants and miscellaneous charge items.
• Accurately determines miscellaneous charge amounts and enters them directly by Batch Charge entry in the Cerner system for timely billing to the patient account.
• Works with others to accurately and timely identify items that are added in the procedural areas but are not built in the related systems.
• Maintains a systematic and transparent approach to ensure timeliness of responsibilities and expected tasks.
• Maintains a rotating system for storage of information concerning miscellaneous charges, implants and other items to facilitate easy recall.

Communication & Education

• Attends computer related training sessions, workshops and meetings when relevant.
• Proactively sets up informative meetings with appropriate management and staff to identify process flaws and inefficiencies with implant process and inventory process.
• Effectively communicates with vendors, hospital management or staff, as needed, concerning any issues with inventory, patient charging practices and requisition processing.

Tissue Tracking

• Effectively utilizes the Tissue Tracking software to document the flow of required supply items per policy and process.
• Coordinates with clinical staff, vendor and materials management staff to follow items through internal processes.
• Effectively produces reports concerning trackable items.
• Performs routine audits between Track Core and Implant records to identify any inconsistencies and process improvement or corrective steps necessary to remain compliant with trackable items.
• Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department:
• Completes other job-related duties and projects as assigned.
• Back up other positions in the department to maintain operational when vacancies or absences occur.
• Ensures necessary equipment is ready for use by testing or moving anesthesia machines, creating hot lines/art lines, and also by delivering requested items such as infusion pumps, ultrasound machine, C-mac or Glidescope to a requested location.
• Support other surgical services areas with miscellaneous duties as requested.

Organizational Responsibilities

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR), and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education And Experience

• The knowledge, skills, and abilities as indicated below require a minimum of 2 years in healthcare in a procedural setting or 2 years of inventory experience with knowledge of Microsoft products and/or a materials management system with inventory control. Proficiencies in data entry integrity and accuracy are required. Related associate degree preferred but not required. Medical terminology helpful.

Knowledge & Skills

• Requires an in-depth understanding of how business units' function, and inventory control to perform the essential functions of the position with minimal supervision.
• Demonstrates the quantitative, analytical, critical thinking, decision making, and organizational skills necessary to perform the essential functions of the position in a timely manner; including and intermediate level of spreadsheet (i.e., MS Excel) knowledge as an analysis tool to generate and evaluate reports.
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to articulate ideas clearly and concisely to effectively interact in a variety of situations with all levels of management, vendors and other staff members. Also requires the ability to maintain positive working relationships.
• Demonstrates the independent judgment necessary to adapt standard methods of practice to meet variations in fact and / or conditions.
• Demonstrates knowledge of materials operations and systems and processes.

Working Conditions

• Must be able to work for long periods of time either in front of a computer or sterile areas that require specific attire and the ability to be on your feet.
• Works in fast paced, quality focused, multi-priority environment that frequently deals with stressful situations, rude people and deadlines.
• May be exposed to biohazards, unpleasant odors or sounds, heat, cold, dust, and high noise levels while storing and picking up supplies and equipment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position which may include climbing stairs, lifting up to 30 lbs., sitting or standing for long periods of time, to bend, to stoop or walk moderate distances.