Material Analyst II at Beacon Health System – South Bend, Indiana

Reports to the Clinical Business Manager. Coordinates the purchasing and inventory of surgical products, implants and minor medical equipment in assigned areas of surgical services with a minimum investment in inventory. Determines inventory items from approved levels of usage, solves delivery and order problems. Maintains clean and labeled inventory stocking locations and timely system updates. Responsible for compliance to regulatory standards for the management of tissue and medical devices and the periodic reconciliation of implant inventory compared to electronic records.

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.

Researches, plans, organizes, and coordinates the purchasing of materials by:

• Researching and presenting recommendations regarding products/product line proposals from a total cost perspective to Physicians and Clinicians.
• Working closely with Purchasing and vendors to achieve the desired delivery and cost of products for the Surgical Services department.
• Assisting with the identification of specific product coding (i.e., HIX/PICS coding for outpatient procedures, other coding types, etc.) required for reimbursement and inventory.
• Initiating and coordinating inventory exchanges of inventory with vendors for currently used products.
• Auditing and analyzing the completed Operating Room records/documentation and Surgery schedules to determine what "special order" products need to be ordered.
• Initiating price quotes and product specifications for new products for the Surgical Services departments.
• Interviewing suppliers and maintaining close contact with them to keep informed of new products and technology that may benefit the department. Sharing the information with Physicians and Clinicians, so decisions can be made regarding the information.
• Working with department Directors, Managers, "Specialty" Clinicians, the Purchasing department, and suppliers regarding the purchasing or consignment of the new products (and all parts that need to accompany the product for implantation).
• Communicating with the Purchasing department regarding the status of incoming product.
• Solving delivery and order problems to expedite the receipt of supplies, including back orders, incorrect shipment and incomplete shipments.
• Participates in coordinating and performing cycle counts and annual physical inventory activities.
• Identifies and addresses slow moving and obsolete products.
• Assists with the recalls pertaining to products in the Surgical Services Departments.
• Develops and maintains processes to assure accurate and timely purchases and expense reports for materials purchased for the Surgical Services Departments.
• Works with Surgery Informatics to facilitate Surgeon Preference Card updates for product replacements, product storage locations and also for implant inventory set lists.

Maintains adequate levels of unexpired supplies for delivery by:

• Maintaining a clean, uncluttered, and organized area through the orderly storage of supplies to protect personnel and hospital assets.
• Verifying expiration dates on products.
• Rotating and maintaining par level of inventory.
• Verifying the quantities being requested for non-stock items.
• Delivering supplies as needed in response to customers' requests in non-par-stock units.

Analyzing product usage information and provide par level adjustment recommendations by:

• Monitoring the par levels of products through analysis tools (i.e., MS Excel, PeopleSoft, etc.), and suggesting appropriate par levels for carts to the Physicians, Clinicians, Directors, and Managers.
• Identifying potential product conversions for cost savings.
• Coordinating trials of products with Physicians, Clinicians, Directors, Managers and suppliers to ensure a smooth transition to the new product and minimize associated costs.
• Initiating communications and activities required to assure appropriate inventory balances are maintained.

Assumes responsibility for the coordination and maintenance of computer data base system by:

• Monitoring rental equipment charges for accuracy.
• Ensuring the accuracy of product replenishment, pricing, etc.
• Planning and implementing software system applications in accordance with established departmental needs.
• Recommending new policies and procedures to enhance the Memorial software system build and workflow processes.
• Assisting with ongoing data maintenance and the establishment of guidelines for ongoing data maintenance of the assigned software systems.
• Assumes responsibility for conversion, testing, training and ongoing data maintenance activities for assigned software systems used primarily by the Material Analysts for Medical Devise, Tissue and Instrument Tracking.
• Assessing Memorial Software systems to retrieve information for reports for the department.
• Monitoring data and reports to ensure the integrity and accuracy of data.
• Interfacing and working closely with team members using the assigned software systems (both Intra and Inter departments) to ensure the accuracy and integrity of system data.
• Communicating the details of the departments operational requirements to I.S., both routine and unique, for assigned software systems as required.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Maintaining accurate vendor/patient specific implant/explant tracking documentation (i.e., for product recalls) to prevent significant financial ramifications for the hospital.
• Contributes to departmental coordination and team efforts to accomplish goals and objectives.
• Completing other job-related duties and projects as assigned.

Provides initial and ongoing training and support to end users on the use of assigned software systems by:

• Instructing end users on use of software and procedures; also providing training scenarios and evaluating results (this training and evaluation may be done using a combination of verbal instructions, written instructions or by demonstration.
• Recommending and providing remedial training for team members if necessary.

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 are normally acquired through the successful completion of a bachelor's degree in business or related field (in lieu of the degree, requires a minimum of three years of related experience). A minimum of four years of experience in a materials management/inventory control or healthcare environment is required. Experience must include the utilization of an automated materials management and/or a healthcare inventory system. A minimum of three years of demonstrated leadership experience is required. Successful completion of Memorials medical terminology course is strongly recommended within the first year of employment if the candidate has no experience in healthcare. Knowledge of medical supplies, products and equipment is preferred.

Knowledge & Skills:

• Requires an in-depth understanding of how business units' function, inventory control, negotiating skills, and price comparison studies 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 an intermediate level of spreadsheet (i.e., MS Excel) knowledge as an analysis tool to generate and evaluate reports.
• Database experience with Healthcare Clinical Information knowledge, Enterprise Resource Planning (ERP) and Tissue Tracking.
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to articulate ideas clearly and concisely, to make effective presentations, and to successfully interact effectively, in a variety of situations with all levels of Memorial management, physicians, vendor representatives 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 facts and/or conditions.
• Demonstrates knowledge of materials operations and systems (processes).
• Demonstrates the skills necessary to use medical terminology and medical abbreviations and understand their meanings.
• Demonstrates the leadership skills necessary to elicit cooperation and support from other team members and the ability to provide effective training.

Working Conditions:

• Works in a sterile office environment.
• Works in a fast paced, quality focused, multi-priority environment that frequently deals with stressful situations and deadlines.
• May be exposed to biohazards, unpleasant odors, unpleasant sounds, heat, cold, dust, and high noise levels while storing and picking up supplies and equipment.

Physical Demands:

• Requires the physical ability and stamina (i.e., to climb stairs, to lift up to 30 lbs., to sit and stand for long periods of time, to bend, to stoop, to walk moderate distances, etc.) necessary to perform the essential functions of position.