Logistics Service Coordinator

Yale New Haven Health•New Haven, CT

About The Position

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. Working under the Manager of Logistics, performs item maintenance on materials systems. Provides liaison support for INFOR and responsible for the maintenance of the Par Excellence system as they interface with other billing and related systems. Serves as primary advisor on supply charge capture from a materials point of view. Performs quality control, project management and other duties as related to the smooth functioning of the facility supply ordering and capture systems in accordance with the patient charge capture and other related Materials policies. Facility specific tasks will be listed in the standard operating procedures and guidelines. EEO/AA/Disability/Veteran

Requirements

High school degree or equivalent with computer processing courses completed, and 1 to 2 years of college experience. Education: Requires an Associate's degree or higher Bachelor's degree or equivalent work experience preferred.
A minimum of five years hospital supply delivery, or equivalent experience.
3 to 5 years' experience in supply aspects Materials Management
Three (3) to five (5) years of progressively responsible experience in supply management and Information Technology operations in a health care setting.
Ability to facilitate complex and multi-layered projects related to supply distribution, tube system operations, and special inventory coordination.
Coordinates and implements new systems while acting as liaison for hospital, vendors, and special customer groups.
Must display ability to organize and document project assignments while working independently within established time frames and complete associated end tasks.
Must demonstrate strong interpersonal, communication, and customer focused service skills.
Demonstrates competence in the use of materials management systems INFOR, Par Excellences system and SRSII.
Ability to learn and master various information systems in support of daily tasks.
Strong customer service skills.
Demonstrates a high degree of skill in IT applications.
Well versed in all applications of the Microsoft Office product suite.
Able to learn various YNHH IT system applications.
Ability to work well with other many disparate departments.
Ability to work with minimal supervision.

Responsibilities

Par Management: To establish par levels for departments to meet the department supply needs.
Review usage to determine the appropriate par level to assure that there are adequate supply levels.
To meet with the department managers or their designee to review any additional needed supplies.
Compile and analyze various reports regarding the health of the supply chain as needed.
Liaison Support for Patient Charging
Works with EPS, Nursing, Finance and Materials to ensure all the necessary data is collected to add or update Patient Charge items in the relevant systems in accordance with the YNHH Patient Charge policy.
Works with Nursing and Materials up on the patient care units to ensure the stocked supplies are presented in a way to facilitate ordering (i.e. labels on shelves).
Performs Quality control on the entire Patient Charge policy from a Materials perspective to ensure items are properly labeled, and QA errors are being addressed by Materials staff, as well as the supply distributor.
Serves as primary advisor and implementer to Materials Management Leadership from a supply perspective for any future patient charging system utilized by the health system. Participates in the development of strategic supply capture and reimbursement plans.
Responsible for tracking and sharing the various vendor handling fees from the distributor. Works with Finance to provide the data necessary for unit charging and payment of vendor.
Attends any necessary meetings to ensure that the facility is attaining specific financial or operational goals surrounding the patient billing/charging system.
Supports the smooth operation of the JIT (Just in Time) supply system as needed.
Ensure high level of Customer Service Satisfaction to the Clinical, and Patient Care Users.
Exercise leadership in motivating others across the organization to assist in accomplishing the Hospitals goals, and objectives.
train staff in the procedures of materials patient charge supply systems and operational initiatives surrounding charge capture.
Participates in CPI as well as other Revenue, Supply or Customer Service groups as needed.
Respond to all emergency situations on twenty-four (24) bases.
Monitor supply back orders:
To review back orders and determine when supplies are at critical levels or not.
Order supplemental supplies via the Lawson system to support supply shortages.
To identify substitute products as needed if primary is not available.
To work with other departments to redistribute critical supplies as necessary.
Knowledge and use of specific IT systems
INFOR Item Master Maintenance: Performs additions changes and deletions to the INFOR item master files, template files, and location files. Performs other related INFOR tasks as necessary.
Patient Charge Labeling System: Performs additions, changes, and deletions to the Patient Charge Labeling System. Troubleshoots PC label system as necessary.
MS Office Products: Fluent in the use of Word, Excel, Powerpoint, TML and Groupwise/other email systems. Provides reports and data as needed to accomplish various projects.
Other Interfaced Systems: Has knowledge as necessary to interface/liaise with to ensure the smooth flow of accurate information between the various billing systems.
Provide support to the Unit Materials Associates staff. To support the UMA's in getting orders that are critical to the departments.
To train new UMA staff as to the use of the Materials supply ordering systems, INFOR and Par Ex system.
To meet with UMA staff to inform them of product changes.
Serve as member of Equipment Product and Standards (EPS) committee. Participate as members of the EPS committee to assist in product evaluation and to support the standardization of products.
To enforce the use of contracted items to help achieve hospital savings.
To coordinate and implement product conversions.
Credits and Returns. To coordinate product returns to the vendor or storeroom. To determine whether a product can be returned to the vendor.
To process Return Goods Authorizations (RGA) with vendors.
To redistribute supplies which cannot be returned to other departments that use the product.
To monitor levels of returns to determine if Par levels need to be adjusted.
Clean and Safe rounding. To perform weekly C&S rounds to keep departments at JACHO readiness, regarding environment of care, at all times.
Inspect supplies for expiration dates, cleanliness, and stock rotation.
To assure that supplies are off floors and within 18 inches of the ceiling.
To assure that supplies are stored in the correct location and not in soiled utility rooms.
Quality Assurance. To inspect the services of the Materials Management department to assure that we are providing the highest quality of service. To report any staffing issues back to the Materials Manager.
To coordinate the supply moves when a department moves locations or supply rooms.
To meet with departments prior to move to review and set up supply systems to meet the department needs.
To assist when new departments open to set up and establish their supply ordering systems.
Vendor Performance Review. To meet with YNHH prime vendor on a weekly basis to review the vendor performance as it relates to supplies and the quality of service. Back orders, new products, schedule of orders and deliveries.
Supply Ordering: To assist Patient Care units with special supply ordering needs.
To source and order special supply needs by a patient care unit.