When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.
Job Description:
Under general supervision of the Supply Chain Administrator, and in conjunction with the appropriate clinical personnel, (i.e. department nurse manager or clinical manager), coordinates and manages the procurement of supplies and equipment for an individual department or group of departments and is responsible for the management of the associated products and inventory. Works collaboratively with the Pyxis Supply System Coordinators, and Distribution/Refill Technicians. Serves as the liaison between Purchasing, Pyxis support, Cardinal Healthcare, Lahey Clinic customers, and all vendors ensuring that communication between all departments and outside support is constant. Under the direction of the Supply Chain Administrator, the Supply Chain Coordinator will assure supply availability and efficient utilization of supply resources.
Essential Duties & Responsibilities including but not limited to:
1) Decision Making Authority:
2) Is responsible and accountable for any over pars in the department and must provide a detailed monthly report on any overage.
3) Impact:
4) Review/modify min/max inventory levels.
5) Audits inventory levels not associated with Pyxis Supply: cycle counts and consignment inventory levels.
6) Maintains the Dashboard tracking all compliance, cycle counts and inventory.
7) Reviews inventory cost to budget and works with clinical manager on variances.
8) Acts as contact person for the Finance Department to assure compliance with the Clinic’s billing procedures as required.
9) Rotates stock and checks dates to ensure that there are no expired products. Makes adjustments if needed.
10) In conjunction with Pyxis Coordinator and Purchasing, removes expired product and works with the vendors to coordinate and track product swap or exchange credit.
11) Coordinates the disposal of property, supplies and/or material incompliance with Clinic, State and Federal regulations; tracks defective products and assists Purchasing with replacement from vendor.
12) Maintains inventory spreadsheet for ordering purposes of non-Pyxis product
13) Audits daily case equipment and supply utilization sheets to ensure accuracy of billing activity as required.
14) Works closely with Purchasing, Finance and the Clinical Department(s) on the development, enhancement and implementation of materials processes improvements and software modifications.
15) Complexity:
16) Skills and Abilities:
self. Listens effectively and communicates ideas and opinions clearly. Is
assertive while showing respect and positive regard for others
17) Scope: The Pyxis Supply System Coordinator’s responsibility is to include Lahey-Burlington, Lahey-North, and Community Group Practices.
18) Expedites overdue supply orders and backorders by calling Purchasing daily. Obtains approval for courier costs and substitute items from the Distribution Supervisor.
19) Communicates information to customers (nursing staff, specialty depart
ments etc..) pertaining to routine orders, backorders and substitute supplies
20) Provides guidance to Refill and/or distribution technicians in prioritizing the implementation of, or changes on par-levels or custom requisition. To ensure data entry priorities are met.
21) Oversees the coordination of tote drop offs.
22) Addresses any discrepancies needing proper resolution with the appropriate Nurse Managers.
Research recalled product in coordination with Purchasing.
23) In coordination with Purchasing - assure ordering of and availability of loaner equipment and create bill only purchase requisitions for payment.
24) Track all equipment repairs as required.
25) Assure that, when required, loaners are available for equipment needing repair
26) Review daily procedure schedule in advance to identify non-stocked products as requested
27) Coordinate fiscal year-end physical inventory counts
28) Incorporates Lahey Clinic Guiding Principles , Mission Statement and Goals into daily activities.
29) Complies with all Lahey Clinic Policies.
30) Complies with behavioral expectations of the department and Lahey Clinic.
31) Maintains courteous and effective interactions with colleagues and patients.
32) Demonstrates an understanding of the job description, performance expectations, and competency assessment.
32) Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
33) Participates in departmental and/or interdepartmental quality improvement activities.
34) Participates in and successfully completes Mandatory Education.
Minimum Qualifications:
Education: Knowledge of business processes typically acquired through earning an Associates degree or 3 years related experience in a healthcare setting.
Licensure, Certification, Registration: None
Skills, Knowledge & Abilities: In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards. Strong computer and customer service skills. Ability to be trained in Pyxis Systems Management including systems troubleshooting and report generation.
Additional Duties & Responsibilities: