What are the responsibilities and job description for the Inventory Coordinator position at Houston Methodist?
Overview
At Houston Methodist, the Inventory Coordinator position is responsible for replenishment, monitoring, and analysis of perioperative and non-perioperative asset inventories. This position ensures supply of these inventories balance against demand needs of our clinical and ancillary partners. The Inventory Coordinator position monitors inventory transactions and key performance indicators to ensure inventory accuracy, limit expirations, and mitigate supply interruptions, while also partnering with clinicians to trial and evaluate new supplies, equipment and technology. Additionally, this position handles supply non-conformities by responding to product recalls, facilitating supply and communication flow with vendors, corporate supply chain partners and clinical customers. The Inventory Coordinator position requires a thorough knowledge of inventory management systems, policies, procedures and practices related to medical supply inventory management and provides a high level of critical thinking and problem solving to find alternatives to complex and diverse problems.Houston Methodist Standard
PATIENT AGE GROUP(S) AND POPULATION(S) SERVEDRefer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.HOUSTON METHODIST EXPERIENCE EXPECTATIONS
- Provide personalized care and service by consistently demonstrating our I CARE values:
- INTEGRITY: We are honest and ethical in all we say and do.
- COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
- ACCOUNTABILITY: We hold ourselves accountable for all our actions.
- RESPECT: We treat every individual as a person of worth, dignity, and value.
- EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.
- Practices the Caring and Serving Model
- Delivers personalized service using HM Service Standards
- Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)
- Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.
- Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job
- Displays cultural humility, diversity, equity and inclusion principles
- Actively supports the organization's vision, fulfills the mission and abides by the I CARE values
Responsibilities
PEOPLE ESSENTIAL FUNCTIONS- Establishes and maintains formal and informal communication with partners, clinicians and department leadership to identify needs and constraints of specific areas to ensure product availability. Facilitates communication on product sourcing for substitutions, backorders and ordering processes.
- Develops, trains and mentors team members to build competency of skills, knowledge and abilities to achieve a high level of department service.
- Leads and initiates problem resolution within the work unit. Facilitates teamwork by coordinating department needs and responding positively to requests for assistance. Role-models skills, through peer-to-peer accountability, to contribute towards improving department efficiencies and customer satisfaction.
- Responsible for the replenishment activities of perpetual and periodic average replenishment inventories to ensure inventory levels are maintained to meet customer demand while mitigating stock-outs and expirations.
- Primary accountability for electronic inventory management system performance including calibration and management of sensing systems, validation of date integrity for supply & location databases and transaction management, reporting & auditing.
- Facilitates vendor communication and activities with internal customers and stakeholders to ensure vendors are conducting business within the set guidelines of Houston Methodist related to product in-services, consignment management and provision of clinical support.
- Collaborates with corporate buyers, value analysts, and item master file teams to ensure the master file data integrity, as well as a product's lifecycle i.e. from new product review, incorporation in the inventory, ongoing use and evaluation.
- Collects relevant data, compiles information for management decisions and ensures the successful execution of department services using appropriate resources. Reconciles data to determine if department improvements are achieved.
- Forecasts, plans and executes replenishment orders and deliveries to ensure supplies and equipment are available for patient needs prior to, during and post-supply interruption events, such as natural disasters, holidays, and backorder events.
- Coordinates the completion of actions required to respond to notices of recall for assigned inventories.
- Establishes and monitors processes for control of perpetual and periodic inventory transactions to ensure the supervised inventories are accurate to the physical products on hand and supplies are readily available for clinical use. Inventory variances will be maintained within appropriate thresholds as outlined by Houston Methodist department policies and guidelines.
- Uses critical thinking skills to manage accounts and inventory, leaving no excess capacity of product, to limit product expiration and mitigate expenses.
- Maintains and reports key financial and/or operational metrics processes as directed by management. Utilizes efficient and cost-effective work practices with department resources and supplies.
- Supports hospital and department goals and offers innovative solutions through participation in department projects to improve the efficiency and effectiveness of current practices. Assumes responsibility for self-growth and development by participating in in-services programs and continuing education.
- Works with management to identify, and take action on, opportunities for product substitution, cost reduction, product trends and comparison with other units and operational performance improvement initiative.
Qualifications
EDUCATION- High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)
- Associate's Degree preferred
- Five years of general Supply Chain experience or two years of experience in inventory, data management and analysis execution.
License/Certification
LICENSES AND CERTIFICATIONS - REQUIRED- N/A
KSA/ Supplemental Data
KNOWLEDGE, SKILLS, AND ABILITIES- Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations.
- Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security.
- Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles.
- Exhibits strong interpersonal teamwork and leadership skills with all levels across the organization and assures delivery of excellent customer service to all patients, visitors, physicians and coworkers.
- Adapts to multiple ongoing priorities with minimal supervision including but not limited to organizing workflows and actively participating in problem solving.
- Proficient computer skills including, but not limited to, knowledge of Microsoft Office software, including intermediate knowledge of Excel to perform moderate to complex analyses of inventory data, product data, project costs and manage product replacement/transition.
- Demonstrates expert knowledge of products to address customer needs.
SUPPLEMENTAL REQUIREMENTS
WORK ATTIRE
- Uniform No
- Scrubs Yes
- Business professional No
- Other (department approved) No
ON-CALL**Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.
- On Call* No
TRAVEL****Travel specifications may vary by department**
- May require travel within the Houston Metropolitan area No
- May require travel outside Houston Metropolitan area No
Company Profile
Since its founding in 1919, Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New York-Presbyterian Hospital, one of the nation's leading centers for medical education and research. In 2020, U.S. News & World Report named Houston Methodist Hospital to its top ranked Honor Roll for the fourth time and second consecutive year. 2020 also marked the ninth year in a row Houston Methodist Hospital has been named the No. 1 hospital in Texas. Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical, surgical and diagnostic techniques. With 952 operating beds, 85 operating rooms and over 8,000 employees, Houston Methodist offers complete care for patients from around the world.
The same high-quality care for which Houston Methodist is known is available at several Emergency Care Centers in Houston and the surrounding areas. These Emergency Care Centers house exam rooms, full digital radiography suite, low radiation dose 16-slice CT scan, ultrasound and a full on-site stat chemistry lab.
