Materials Specialist
DeKalb Medical - Decatur, GA

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Job Summary: Delivers supplies and equipment to patient care areas efficiently, accurately, and punctually. Maintains the computerized inventory system in a timely and accurate manner. Assists in planning and organizing the movement of supplies and equipment for assigned areas. Receives, stores, and accurately issues all items stored in inventory (stock). Assists the Materials Coordinator and other department leadership in proper utilization of the computerized inventory systems to include, automated point of use systems and the inventory hand-held technologies. .

Job Responsibilities:
Assists with ensuring that computerized inventory systems for assigned areas are maximally effective in supply availability and efficient utilization of supply resources.
Works closely with department leadership and vendors for upgrades, installations, and implementations of inventory control systems used for inventory management.
Coordinates supply par/staging areas and coordinates build times with user departments.
Develops and implements an inventory schedule/system for all assigned par areas.
Educate clinical and departmental staff on supply system upgrades, modifications, changes and/or challenges.
Consults directly with clinical/nursing staff in assigned areas to determine the need for additions or deletions in relations to the par level system.
Correctly fills all requisition from user departments.
Adds new items to supply pars based on clinical recommendation and/or utilization needs of clinical units.
Deletes/removes items when indicated by usage patterns and/or on clinical recommendation.
10. Coordinates supply par reorganization as needed/requested.
Controls/manages obsolete/expired/discontinued products on assigned pars.
Matches shortage reports to all pick tickets. Logs shortages which require a physical count.
Monitors backorder fill program and makes recommendations for reorders.
Monitors all shortages, stock-outs, and exceptions and determines action required.
Coordinator refill points for assigned supply areas.
Uses computerized inventory system to run reports for supply history, usage, and information for customer support and inventory control.
Researches and resolves computerized discrepancies regularly to ensure proper utilization and functioning of the system.
Run assigned system reports to identify misuse of inventory systems and forward findings to Nurse and department Leadership
Keeps shelf bin labels current with updated information. Re-label old/obsolete labels as necessary.
Runs stock-out report and reviews frequently. Ensures stock-outs will be replenished expeditiously.
Maintains adequate supply levels on all assigned pars and supply areas (nursing units, surgery, emergency, etc.).
Replenishes all par supply areas in a neat and orderly fashion utilizing proper stock rotation.
Coordinates and facilitates the exchange of supply/code carts.
Appropriately inventories and replenishes supply exchange/code carts using counts sheets and storeroom request forms.
Appropriately handles supplies and equipment to ensure sterility and infection control.
Controls and issues patient care equipment (suction machines, etc.) – ensures that equipment is clean, available, and in fully operational condition.
Handles communication from patient care floors and user department.
Performs, and/or aids in cleaning of supply storerooms as scheduled and as needed.
Assists clinical staff with identification of supplies and available alternatives, when requested.
Performs periodic inventories to prove the accuracy of the supply chain system.
Receives, inspects, verifies, and accepts/rejects all supplies and equipment delivered to the user department/organization.
Accurately utilizes/processes all necessary paperwork/documentation, such as packing slips, bills of lading, receiving reports, control copies, pick tickets, and logs.
Prepares all items for return shipment and coordinates this with the user department and materials coordinator or purchasing
Accurately prepares and processes all inventory documentation pertaining to storage and distribution of supplies, including delivery slips, receiving reports, stock issue requisition, return-to-stock credits, return to vendors etc.
Maintains neat and accurate files; maintains a neat and clean work environment; and use good clean storage and distribution techniques.
Performs proper location, rotation, identification, documentation, and organization of supplies.
Handles and store sterile supplies to protect the integrity of the sterility.
Assures quality control by stocking time sensitive supplies according the “FIFO” (First In, First Out) stock replenishment practices.
Notifies the manager or materials coordinator when supply levels fall below reorder points or critically low levels.
Performs distribution/delivery of supplies on a scheduled basis.
Ensures that proper patient charge sticker is attached to patient chargeable supplies when necessary.
Communicates and/or forwards information pertaining to critical back-order situations and/or inventory variances to the department materials coordinator and/or department leadership.
Performs special, cycle, spot, and fiscal inventories on a scheduled basis. Researches and verifies shortages and discrepancies. Make necessary inventory adjustments to inventory in assigned areas.
Completes duties in a timely/efficient manner, prioritize responsibilities to ensure completion of duties, and demonstrates knowledge of overall function of the Central Distribution Department.
Accepts responsibility for own growth and development through in-services, required programs, and continuing education courses.
Performs other duties as assigned to meet the goals and objectives of DeKalb Medical.

Patient Population Served (check all that apply):
(Birth to 1Yr) (1-12 Yrs) (13-17 yrs) (18-64 yrs) (65 yrs & older)

Skills, Knowledge and Abilities:
Knowledge of hospital supply/distribution system
Knowledge of workflow and departmental limitations
Knowledge of basic project management skills and computer competency
Skill and ability to communicate verbally, including public-speaking, and in writing.
Skill and ability to make decisions and solve problems by identifying creative options and/or solutions.
Skill and ability to effectively manage multiple tasks and priorities within a fast-paced environment.
Skill and ability to anticipate, manage, and adapt to change.
Skill and ability to operate independently and collaboratively as part of a team.
Skill and ability to gather and summarize data from multiple sources.
Skill and ability to manage internal and external relationships.
Skill and ability to lead and take initiative.
Skill and ability to handle balance a changing workload.
Skill and ability to be flexible and adaptable in an evolving environment.
Skill and ability to properly escalate issues to department leadership.

Minimum Education, Experience and Licensure Required:
A high school diploma (or GED) and three or more years of job related experience is required. Basic Knowledge of computer, office equipment, and inventory control system

Reporting Relationships:
Manager and Assistant Manager of Central Distribution (May also report a department Team Leader or Materials Coordinator)

Degree of Supervision:
Under Supervision

Access to Patient Data Requirements:
This position requires the following access to Patient Data: (check the appropriate box)

Patient Data Classification
Information approved for release to the public. May be disseminated upon request without potential harm.
Patient Name, condition and room number only
Internal Use
Unauthorized disclosure may cause some harm to DRHS, its employees or patients.
Non-medical patient data beyond name, condition and room number, which may include internal directories, organizational memos, routine correspondence
Unauthorized disclosure could adversely impact DRHS, its employees or patients.
Patient medical records, appointment, treatment, and financial data, purchasing information, vendor contracts, and internal audit reports containing patient information
Restricted Confidential
Unauthorized disclosure likely to result in significant adverse impact, embarrassment or penalties to DRHS, its employees or patients.
Legally protected and sensitive medical data - HIV, mental health/substance abuse treatment, sexually transmitted diseases, abortion, physical or sexual abuse.

Type 1: For non-clinical positions which must have access to Protected Health Information (PHI)
This position requires access to Protected Health Information (PHI). The information accessed is limited to the minimum necessary PHI required to perform the employee’s job (i.e. for claim processing, patient admissions, etc.) PHI is accessed through various computer applications, direct contact with the patient or family members and/or contact with hospital departments such as Health Information Services, Case Management, and/or hospital departments with whom interaction is necessary.

Core Accountability
The employee complies with HIPAA requirements by protecting the confidentiality of Protected Health Information, accessing only that information that is required to perform his/her job, and by discussing PHI only with others within DRHS who have a legitimate business reason to access the information.

Physical/Mental/Special Demands:
Ability to remain calm and provide excellent service in stressful situations
Ability to deal with diverse people
Ability to work at a rapid pace with numerous interruptions
Ability to function with minimum supervision
Ability to be tactful, flexibility, versatile
Able to be a self-starter/self-motivator

Working Conditions & Hazards:
Ability to bend/stoop/stand/squat 95% of the time.
Ability to push supply floats, exchange/code carts, and pull supply pallets 75% of the time.
Must be able to lift, move, or position weights up to 50lbs.
Ability to hear alarms, BP’s, call bells, phones, intercoms.
Ability to see, read, and write.
Ability to communicate effectively and clearly in English.
Potential exposure to communicable disease.
Potential physical strain due to moving supplies and equipment.
Potential exposure to blood and bodily fluids.
Potential exposure to chemicals.
Potential equipment and device/product hazards.
Potential lifting hazards.
Repetitive movements required.
Potential ergonomic issues.

The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties and responsibilities required of job incumbents. Consequently, job incumbents may be asked to perform other duties as required.

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