OR Materials Management Specialist/ Full Time /40 hours

Description

At Bristol Hospital and Health Care, we begin each day caring today for your tomorrow. We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families. We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.). We are Magnet ® and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic. Use your expertise, compassion, and kindness to transform the patient experience. Make a difference. Make Bristol Hospital and Health Care your choice. 

Employs independent decision making to translate medical supply terminology used by Perioperative clinicians towards Medical Industry descriptions that maximizes revenue capture opportunities for the hospital. Acts as a supporting reviewer for Revenue Integrity to insure all consumed supplies are included on patient’s bills. Oversees critical procedural steps to validate vendor sales orders against clinician’s records as well as vendor’s contracts to protect the hospital’s expenses. Additionally, performs careful data entry maneuvers to establish products in the Materials Management System that involves judgment decisions on categorical assignments for supplies that are later used for accurate reporting purposes. Position requires professional demeanor in collaborating with multiple vendors to obtain necessary information needed for orders, charge capture and special orders that are case dependent. Position may be asked to participate in Supply Chain projects that relate to Capital acquisition, improving the Meditech item master, employing new strategies towards the advancement of inventory control in the OR, and participating with Finance departments such as Revenue Integrity to improve the performance of OR charge capture among clinicians.

Essential Job Responsibilities:

Oversees the process of OR Supply Charge Capture originating from clinical documentation to maximize OR charge capture for patient billing.

• Obtains and reviews vendor’s sales orders, compares to clinical records, and reconciles charges capturing, adding or removing supplies onto the patient’s record for billing.
• Assumes the oversight of clinical supply consumption documentation from Doctor Preference Cards, interprets proper naming convention, reviews product assignment within the Materials System, and translates them into patient charges.
• Manages the entry of new supplies onto the online CDM workbook, coordinates with Revenue Integrity to prepare new items for receiving billing codes and loads them into the Information system once built.
• Documents any cost containment results as they are established.

• Maintains confidentiality of all departmental information according to established procedures.
• Releases confidential information only in accordance with the Confidentiality Statement and/or the approval of the Department Head.
• Ensures the security of the Department files in accordance with the departmental procedures to protect confidential information.

Executes procurement responsibilities on a timely basis under the direction of the Supply Chain Manager.

• Assumes responsibility for the coordination of incoming sales orders and payments to vendors for goods consumed in order to the hospital to maintain excellent relations
• Exercises judgment to react to delivery times including working around backorder and ensures that purchase requisitions have been properly authorized.
• Ensures requesters are informed of any delays or other pertinent information.
• Ensures that any invoice discrepancies are handled within five working days.
• Create purchase requisitions for consignment inventory, approved inventory, implants and Bill-Only or Bill and Replace supplies.
• Determines if orders are to be called in, mailed or transmitted via computer.
• Confirms pricing according to group, GPO or other contractual agreement and updates system pricing as needed
• Assists with inventory control in the OR storeroom creating barcodes and managing bin locations in Meditech.
• Assists in coordination of vendor managed expired items for replacement.
• Provides backup support to the Perioperative Supply Associate for absences or vacation coverage. 

Maintains relations with vendors and user-departments.

• Initiates good relations through courteous, objective, and professional dealings.
• Apprises the Supply Chain Manager and System Director of Supply Chain of any vendor related problems attributed to interruptions of deliveries or services.
• Serves as liaison between vendor and user departments keeping each appraised of Hospital and Departmental policy, delivery, conditions.
• Reviews vendor credentialing system quarterly to ensure vendors are complying with Vendor Visitation and Conduct Policy.

• Assures that all product returns are handled in an expedient and equitable manner.
• Receives recall notices, communicates to OR team and quarantines product for return to the company including resolution options.

Maintains the supply data integrity in the Information system 

• Oversees the creation of new Meditech item numbers for items that are not yet built into the system.
• Utilizes judgment to assign data attributes including correct finance accounting ledger assignment, vendor information and supply category. 
• Compares prices submitted on Bill-Only PO’s to BH’s contracts and communicates any discrepancies (prices/missing documentation) to the vendors, following up with the Supply Chain Manager until resolved.
• Maintains security of the CRT screens and computer information in accordance with departmental procedures by logging off when not at desk and maintaining codes in secure area.

Assists with Capital acquisition and support

• Helps as needed with the Capital acquisition process by contacting companies and gathering quotes to be reviewed by the Supply Chain Manager.
• Upon delivery, acts as lead to coordinate asset tag association with hospital BioMed and placement within the Operating Room
• Assists with setting up in-services and communications between the vendor and the OR team
• Responds to repair requests for equipment by getting quotes and issuing purchase requisitions under the direction of the Supply Chain Manager

Qualifications

Educational / Minimum Requirements:

Associates required. Bachelor’s preferred. Perioperative Clinical background (RN/LPN) strongly preferred.

State/Federal Mandated Licensure or Certification Requirements:

None

Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by hospital.

Special Requirements:

Independent decision making with excellent interpersonal skills required. Must be proficient with data entry skills utilizing MS Office applications and Google platform. Sense of urgency and accuracy a must. 1-2 years Health Care experience in a Perioperative Setting preferred.

Physical Requirements:

Pressure from constant interruptions, and carrying on several assignments at once. Position requires ability to constantly lift light objects, perform moderately difficult manipulative and hand-eye coordination skills; walk, stand and sit for prolonged periods; see objects closely and hear normal sounds with some background noises.  Position requires ability to constantly concentrate on fine detail with interruption and attend to tasks for more than 60 minutes at a time.  Individual must be able to understand and relate to the concepts behind specific ideas and remember multiple tasks given over long periods of time.

Work Environment:

Some light physical labor involved at times; mostly normal office conditions with high volumes of telephone and personal contact with varied levels of customers.  

Cognitive Requirements:

Excellent analytical skills as it relates to materials management.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.