Surgical Inventory Specialist - South Shore Health

Job Description Summary

Reporting to the Perioperative Supply Chain Manager, The Inventory Specialist provides critical support to the Perioperative Supply Chain department utilizing their experience in procurement activities and supply replenishment workflows to provide expertise in supply management for the SSH Preoperative Services. The Inventory Specialist duties focus on enhanced par level management and customer service of Perioperative Supplies, implant and human tissue. Duties also include the daily procurement, receiving, breakdown, distribution and stocking of specialty supplies used in assigned clinical services within the SSH network.

Job Description

ESSENTIAL FUNCTIONS

1.    Supply Inventory Management:
•    Responsible for all storage locations within their assigned geography; responsible for the arrangement, storage, organization, maintenance, and curation of products stored within assigned locations. 
•    Regularly reviews Profile Cart organization and Par Levels to optimize space and ergonomic function.
•    Partners with Perioperative Nursing leaders and to review product par levels and adjust when needed.
•    Works closely with resources in Perioperative Services to maintain Profile Cart accuracy; identifies and implement updates when appropriate, coordinating efforts to ensure electronic records match physical inventory. 

2.    Customer Service:
•    Works closely with clinical colleagues to forecast supply needs and communicates specialty or high priority needs to Supply chain colleagues for fulfillment.
•    Coordinates with vendors and colleagues from sister facilities when necessary for time-sensitive sterile product needs.
•    Utilizes Epic for entering regulatory human tissue data, that the allows the clinician to appropriately document tissue/ Supports the Perioperative Supply manager  by submitting supply-related Quality Events to identify product quality and availability issues when appropriate.
•    Participates in inventory projects by collecting and compiling documentation, providing product updates, identifying opportunities for improvement in existing workflows, and other topics relevant to the project.
•    Participates in product recall response efforts, including communication, measure of impact to inventory, collection, return and product replacement plans.
•    Collaborates with clinical colleagues to identify substitute products and confirm suitability of substitutions recommended by Vendors and/or SSH Supply Chain.
•    Assists with the effective transport of sterile instruments and supplies needed to support Perioperative Service’s and SSH system.
•    Assists in the fulfillment of priority inventory requests by efficiently retrieving items and delivering them to appropriate drop off locations.  
•    Assists in the management of Emergency Cart contents by auditing for completeness, verifying locks and logging compliance as directed.

3.    Procurement:
•    Reviews par levels of on-hand inventory for assigned areas, measuring quantities for each product.
•    Communicates ordering needs for specific products to department colleagues, including quantity and deadlines. 
•    Coordinates with colleagues on product fulfillment, and reviews records on order status using WorkDay and GHX 
•    Able to place requisitions in WorkDay as needed. 
•    Proactively communicates updates on product movement, including delays in delivery and confirmation of delivery.
•    Receives shipments of specialty supplies, verifying receipts against requests and reports discrepancies to leadership. 
•    Maintains assigned product locations, including labels, signage, and appropriate storage bin sizing.
•    Escalates recommendations for par level edits based on product movement. 
•    Participates in department and interdepartmental meetings and will be responsible to gather facts, present documentation or perform other tasks related to the development of procedures or programs relating to inventory.

4.    Receiving & Stocking:
•    Responsible for de-casing assigned specialty product orders in breakdown areas, removing all cardboard to preserve a clean environment.
•    Handles and distributes specialty supplies safely to maintain sterile product integrity. 
•    Assists with the stocking of assigned specialty supplies in designated supply locations.
•    Replenishes supply locations using FIFO (First In, First Out-rotational) procedure to avoid stockpiling and ensure sterility of product.
•    Consistently check for outdates and removes expired products from supply locations.
•    Gathers unused specialty supplies and returns them to their designated stock locations.
•    Assist with the monitoring of overstock storage areas and restock depleted stock locations accordingly.
•    Maintain overall tidiness, cleanliness and good order in assigned supply locations; ensures items are properly shelved.
•    On a periodic basis and as requested, cleans storage bins and shelves to maintain dust-free environment.
•    Provides support to end users and staff members regarding product location, delivery and returns as requested.
•    Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
•    Maintains appropriate documentation and participates in process improvements and quality improvement programs.  
•    Maintains financially responsible purchasing practices by maintaining accurate par levels to reduce costs associated with on-hand inventory and minimize the need for urgent freight needs.
•    Other tasks as assigned.

JOB REQUIREMENTS

Minimum Education - Preferred

High school diploma.  Associates Degree or equivalent desirable.

Minimum Work Experience

Experience in inventory management (greater than 2 years)

Experience working in an Operating Room environment preferred.

Required additional Knowledge, and Abilities

•    Exceptional customer service and problem-solving skills are essential.
•    Must be able to speak, read, write and understand medical terminology in order to follow written instructions and complete various forms and records regarding equipment processing and preparation of equipment.
•    Must have basic computer skills; proficiency in Microsoft Office or similar programs. Existing knowledge of procurement systems and EPIC preferred.
•    Must be able to work independently in a fast-paced environment, seeking supervisory assistance as appropriate.