Supply Chain Operations Tech I

Supports and models behaviors consistent with the mission and

philosophy of Billings Clinic and department/service.

Counts and refills supplies (including but not limited to

medications, needles, sharps, blades, solutions, etc) from predetermined par

levels. Refills supplies from a systems generated request to the predetermined

par level.

Utilizes computer information systems for look-ups of on-hand

quantities, unit of issue, catalog numbers, entering counts for par refills to

produce pick lists and for location of supplies within the warehouse. Utilizes

web based software and Microsoft office software.

Receives items to be shipped out making sure the proper

paperwork is with the product and that the item has been properly packaged to

ensure no damage in shipping. Must maintain knowledge of packing and shipping

requirements for hazardous materials.

Utilizes FedEx and UPS computers for proper shipping labels

and addressing.

Coordinates palletized shipments that must be shipped by

truck to ensure the best trucking rates.

Receives and unpacks shipments and checks packing list

against the shipment and purchase order. Assures that quantities received match

quantities recorded on the purchase order. Signs off on all incoming shipments.

Responsible for receiving, packing and inspection of supplies and verification

of information on the invoices and shipping notices are accurate for all

products received in the warehouse including product, quantity, unit conversion

and catalog number. Enters purchase orders received and quantities received in

order to ensure accuracy of on hands inventory. Reports all discrepancies to

the Lead or Coordinator and the purchasing agent responsible for the purchase

order.

Inspects all products to ensure against damage and

shortages/overages. Works closely with purchasing regarding discrepancy

reports, quantity ordered against quantity received, wrong catalogue numbers,

conditions of shipments received, and damage reports.

Works closely with Purchasing and Accounting Departments

regarding questions about product arrival, quantities and purchase order

clarifications.

Verifies receipt notification to product, quantity, unit

conversion and catalog number. Stocks and stores supplies from predetermined

par levels in appropriate designated areas within the warehouse. Marks products

with labels reflecting appropriate charge codes. Maintains stock area in a neat

and orderly manner. Rearranges and rotates stock for orderly and timely usage

of dated materials. Reports discrepancies to the Lead/Coordinator.

Reviews information on supply requisitions verifying required

information is listed including description, quantity, department name and cost

center and who is ordering. Picks and assembles orders, verifying and

accounting for products and transactions. Processes credits for returned

merchandise at the time it is received to ensure the on-hands quantities in the

warehouse are correct for reorders. Reports any discrepancies or problems to

Lead Supply Chain Operations Technician or Supply Chain Operations Coordinator.

Assembles and distributes routine receiving documents.

Maintains daily pick-up/delivery records and weekly operational reports. Inputs

entries into the Supply Chain Operations information system.

Delivers supplies and equipment to all departments according

to procedures and obtains signatures for proof of delivery. Delivers and

retrieves rental equipment from outside agencies.

Coordinates customer service relation issues between

Distribution and Billings Clinic departments. Receives and dispatches routine

and STAT calls for supplies, equipment, courier services. Responsible to

investigate problem scenarios and make recommendations for corrective action.

Coordinates daily work assignments of Supply Chain Operations

Technicians to ensure appropriate coverage for all work areas/functions.

Reports staff absences and/or shortages to Lead Supply Chain Operations

Technician and/or Supply Chain Operations Coordinator.

Reviews and verifies completeness of information on supply

requisitions before entering into the computer system for pick lists (i.e.,

department name, department account number, product description, quantity

ordered, unit of issue, authorized signatures, etc.).

Enters data from completed pick lists and requisitions to

account for relief inventory of distributed products.

Enters data from returned merchandise/products to ensure

correct accounting of on hands inventory.

Works closely with the OR Supply Chain Specialist to ensure

product availability for scheduled surgeries.

Maintain product knowledge of surgery non-stock and stock

reporting items in order to coordinate purchases with OR, purchasing, Lead

Supply Chain Operations Tech and/or Coordinator as appropriate.

Periodically performs quality control checks to verify the

accuracy of the Supply Chain Operations information management system as

compared to actual product on hand. Makes recommendations for changes in par

levels for supplies and linen to the Lead Technician or Coordinator.

Determines needs for supply replacement from predetermined

established inventory levels. Notifies Lead Supply Chain Operations Technician

of critical stock balances.

Utilizes computer information systems for look-ups of on-hand

quantities, unit of issue, catalog numbers, entering requisitions and purchase

orders, entering counts for par refills to produce pick lists and for location

of supplies within the warehouse.

Receives, distributes and stores reusable equipment managed

by Supply Chain Operations Department (i.e., IV pumps, PCA pumps, Plum pumps,

Excels, rental beds, etc.). Monitors equipment inventories and ensures adequate

supplies to meet business needs.

Cleans, disinfects and prepares equipment for use following

standardized procedures utilizing proper disinfectants and in accordance with

infection control guidelines.

Examines equipment for defects and reports observed defects

to Bio-Medical Department.

Makes rounds to all patient rooms and equipment locations to

scan the equipment for accurate record of all equipment locations. Utilizes

scanners at patient bed side to record patient name and room number and

equipment ordered to ensure correct patient charges are submitted. Transports

equipment to and from the various inpatient hospital units as needed.

Performs data entry of charges for rental equipment and pumps

into the patient billing system.

Cleans shelves in the warehouse using proper infection control

procedures on a monthly basis.

Keeps work area free of obstacles and clean of paper and

boxes by crushing and/or baling boxes.

Sweeps the floors daily or as needed.

Inspects assigned sections and/or aisles within the warehouse

for products that are outdated or are nearing their expiration dates ensuring

that no outdated product is issued.

Performs all of the duties of a Supply Chain Operations

Technician as needed to maintain production levels and meet customer/business

needs.

Participates in the orientation and training of staff.

Coordinates closely with the Lead Supply Chain Operations Technician and/or

Coordinator regarding any orientation/training issues. Acts as a resource to

other Supply Chain Operations Technician staff assisting with questions and

problem resolution.

Utilizes performance improvement principles to assess and

improve quality. Assists the Lead Supply Chain Operations Technician in

maintaining all quality control standards in the distribution section. Performs

studies and/or inspections and prepares reports as requested.

Identifies needs and sets goals for own growth and

development; meets all mandatory organizational and departmental requirements.

Maintains competency in all organizational, departmental and

outside agency environmental, employee or patient safety standards relevant to

job performance. 3

Performs other duties as assigned or needed to meet the needs

of the department/organization including rotations through all shifts to ensure

continuity of services within the department. Floats to areas of need to ensure

proficiency of skills and continuity of service needs within the department.

Provides continuity of operations in the absence of the

Supply Chain Operations Coordinator/Manager. Responsible for providing

direction while overseeing activities associated with the day-to-day operations

of supply chain operations functions. Prepares work schedules and gives daily

assignments to ensure all required tasks are completed. Acts as a liaison with

other departmental staff concerning supply issues. Provides advice concerning

logistical support and product flow. Participates in Billings Clinic committees

as appropriate (i.e., Product Standards Committee).

Acts as a resource to staff responding to procedural

questions and assistance with problem resolution. Performs training and

orientation for new and existing Supply Chain Operations Technicians I &

II. Evaluates employee knowledge and ability to perform work in relationship to

training needs.

Provides documented input and feedback for disciplinary and

performance appraisal processes.

Responsible to ensure the highest possible level of customer

service, staff adherence to established policies and procedures and maximizes

productivity levels. Maintains par count sheets, courier routes and outlines of

daily job responsibilities. Performs quality control audits checking on order

fills, order deliveries, courier runs and routes and linen deliveries. Conducts

studies and/or inspections to facilitate statistical analysis of employee

performance, with all numbers and outcomes reported to the Supply Chain

Operations Coordinator/Manager. Maintains computer application or system files

that impact the warehouse issued patient chargeable goods and/or patient charge

capture. Responsible for maintaining master files, troubleshooting problem

scenarios. Coordinates with Information Services in the design, update, scheduling

of upgrades and problem resolution of information systems utilized by Supply

Chain Operations.

Conducts perpetual inventory counts performing cycle counts,

audits on daily issues, researching and monitoring inventory reporting and

discrepancies, coordinating with Purchasing to correct on-hand stock as needed.

Conducts complete cycle count inventory on all stock twice per year as directed

by the Supply Chain Operations Coordinator/Manager. Determines quantities for

floor par and warehouse stocks. Recommends standardization of warehouse stock

items and other cost containment issues.

Reviews invoices and billing for laundry services, ensuring

accuracy. Prepares departmental linen service billings. Monitors distribution

activities and utilizes performance improvement principles to assess and

improve quality.

Identifies needs and sets goals for own growth and

development; meets all mandatory organizational and departmental requirements.

Maintains competency in all organizational, departmental and

outside agency environmental, employee or patient safety standards relevant to

job performance.