This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Under the direction of the Supply Chain Management (SCM) Assistant Director and/or Manager, the Supply Chain Management Tech I is responsible for assisting with the management of the hospital supply chain. A Supply Chain Tech’s key responsibilities include: (a) evaluating and controlling inventory, including Storeroom inventoried supplies and the replenishment of supplies to assigned departments; (b) accurate receipt and put-away of supplies; (c) ensuring that bar code patient charge labels are applied on patient chargeable items; and (d) the timely delivery of supplies. Supplies include medical and surgical products, STAT Carts, minor equipment, packages and mail, linen, printed materials, etc.
The Supply Chain Tech I may be cross-trained to perform other Supply Chain Technician tasks, including Receiving, SCM Surgical Services, Mail and Linen operations. SCM Tech’s job descriptions and responsibilities are aligned per home departmental assignment. Supply Chain Techs are responsible for promoting teamwork within the department and demonstrating customer service skills when dealing with customers, patients, and vendors. Supply Chain Tech I performs duties and responsibilities in a manner consistent with our mission and values.
Principle Accountabilities: % Of Time Spent
If the Home Department = LINEN OPERATIONS: 65%
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Support Linen Room Inventory operations. Sort and put-away incoming linen in Linen Storeroom to support operations (i.e., to specific departments, to rebuild carts, to shelves, etc.). Maintain a clean, orderly and safe work environment. Validate linen deliveries with manifests / supplier documentation to ensure delivery accuracy; identify and report any discrepancies to Management as appropriate. Sort and put-away incoming linen in Linen Storeroom to support operations (i.e., to specific departments, to rebuild carts, to shelves, etc.). Work Linen Department relating to inbound deliveries and outbound deliveries. Rotate linens and scrubs in Linen Department stock for product cleanliness and to minimize obsolescence. Identify, document and notify Management of quality and quantity issues relating to linens, excess and short inventory, and excessive usage (e.g., stock-outs; insufficient safety stocks; excessive inventory; etc.). 20%
Perform inventory counts of applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas and departments. Stock / build linen carts to designate par levels by item. Deliver stocked linen carts to departments in a timely and efficient manner, per designated daily delivery schedule and upon request. Deliver additional linen requirements in a timely and efficient manner, upon request. Collect and return “empty” linen carts in a timely and efficient manner to Linen Department, per designated daily delivery schedule and upon request. Input linen usage by cart into Alliant System (or other linen management software, if applicable). Identify, document and notify Manager / Assistant Director of quality and quantity issues with linen provider. Identify, document and notify Manager / Assistant Director of any service issues with linen provider. Place linen order with linen provider online with the Linen Management (e.g., Alliant) System. Assist in physical count of Customer Owned Goods (COG), Specialty Items and other linen inventory items. 20%
Validate linen deliveries with manifests / supplier documentation; identify and report any discrepancies. Validate physical receipts with linen orders / authorizations; identify and report any discrepancies. 10%
Pick supplies / linens from Linen Room inventory to fill supply requests received via phone, email, and/or door requests. Record all phone, email and door requests on Run Board. All requests are processed to deliver excellent customer service. Maintain accurate records of all such supply requests on order sheets / par levels / documentation (e.g., Issues & Receipts). Deliver Run Board supplies to designated stocking areas / departments / individuals, as appropriate, in a timely and efficient manner. Replenish inventory in the applicable carts / bins / cabinets / shelves / rooms / etc. at each designated stocking areas to established par levels if the Run Board request involves par level replenishment. Support requisition fulfillment levels as determined by Management. 5%
Assist with cycle counts, monthly and annual physical inventory counts, and variance report analysis and recounts. 5%
Make recommendations to Management regarding items with high Run Board Activity that may need (a) to be stocked in specific departments / designated stocking locations; (b) to htave the stocking levels increased or decreased for specific supplies; or (c) improved inventory accuracy validation in specific departments. 5%
If the Home Department = MAIL OPERATIONS: 65%
”Mail” includes all letters and packages. “Postage” includes all related costs.
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Provide service of sorting inbound mail to each respective mail bin by appropriate recipients / departments / physician practices / buildings / etc. (the addressed-to individuals and locations). Provide service of sorting outbound mail by pre-stamped by sender, to be metered at Hospital expense, to be shipped via expedited delivery (FedEx, United Parcel Service, etc.). Identify, document and notify Management of quality (e.g., timeliness, incorrectly sorted mail) and quantity issues relating to mail services. 20%
Provide service of distributing sorted inbound mail to appropriate recipients / departments / physician practices / buildings / etc. (the addressed to individuals and locations), as directed per the job assignment and delivery schedule. Ensure accurate and timely delivery. Identify, document and notify Management of quality (e.g., timeliness, incorrectly delivered mail) and quantity issues relating to mail services. 20%
Maintain daily records, monthly and annual totals for Zip Mailing, balances in USPS account(s), and balance of funds on Postage Equipment Meter. Coordinate and maintain records for added and deleted employees / physician / departments / physician practices / buildings / etc. to support accurate and timely mail delivery and pickup and accounting. Coordinate and maintain records for changed employees / physician / departments / physician practices / buildings / locations / etc. to support accurate and timely mail delivery and pickup and accounting. 10%
Provide service of collecting outbound mail from the recipients / departments / physician practices / buildings / etc. during such mail delivery rounds, during the scheduled mail pick-up routes, and as directed by Management. 5%
Record all phone, email and door requests for inbound and/or outbound special handing on department Run Board. All requests are processed to deliver excellent customer service. Deliver or pick up Run Board correspondence to / from designated recipients / departments / physician practices / building / etc, as appropriate, in a timely and efficient manner, as directed by Management. Special handling may also include certified or registered mail processing, including documentation and filing of recipient’s acknowledgment of such mail. 5%
Makes recommendations to Management regarding items with high Run Board Activity that may need (a) to be stocked in specific departments / designated stocking locations; (b) to htave the stocking levels increased or decreased for specific supplies; or (c) improved inventory accuracy validation in specific departments. 5%
If the Home Department = MATERIALS DISTRIBUTION: 65%
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Support Storeroom Inventory operations. Sort and put away incoming supplies to designated bin / shelf / stocking locations. Maintain a clean, orderly and safe work environment. Validate physical receipts with delivery ticket / documentation to ensure inventory accuracy; identify and report any discrepancies to Management and Inventory Specialist, as appropriate. Work Storeroom relating to inbound deliveries and outbound shipments. Rotate stock and check expiration dating / outdates of Storeroom inventory for product safety and to minimize obsolescence. Identify, document and notify Management of quality and quantity issues relating to supplies and inventory (e.g., stock-outs; insufficient safety stocks; excessive inventory; obsolete and expired inventory; etc.). Apply bar code item number / patient charge sticker(s) as appropriate to Storeroom-inventoried supplies. 25%
Perform inventory counts of applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas and department. Pull requisitions from the Materials Management Information System (MMIS), currently McKesson Pathways Materials Management (PMM). Pick supplies from Storeroom inventory to fill each requisition in the order the requisition was released by PMM. Deliver supplies to designated stocking areas / departments / individuals, as appropriate, in a timely and efficient manner, per designated delivery schedule(s) and upon request. Replenish inventory in the applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas to established par levels. Deliver additional supply requirements in a timely and efficient manner upon request. Rotate stock and check expiration dating / outdates of inventory at designated stocking locations for product safety and to minimize obsolescence. Identify, document and notify Management of quality and quantity issues relating to supplies and inventory (e.g., stock-outs; insufficient safety stocks; excessive inventory; obsolete and expired inventory; etc.). Support requisition fulfillment levels as determined by Management. Collect and return excessive inventory quantities and obsolete and expired supplies to the Storeroom in a timely and efficient manner, per designated service schedule and upon request. 25%
Pick supplies from Storeroom inventory to fill supply requests received via phone, email, and/or door requests. Record all phone, email and door requests on Run Board. All requests are processed to deliver excellent customer service. Maintain accurate records of all such supply requests on order sheets / par levels / documentation (e.g., Issues & Receipts). Deliver Run Board supplies to designated stocking areas / departments / individuals, as appropriate, in a timely and efficient manner. Replenish inventory in the applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas to established par levels if the Run Board request involves par level replenishment. Support requisition fulfillment levels as determined by Management. 5%
Assist with cycle counts, monthly and annual physical inventory counts, and variance report analysis and recounts. 5%
Make recommendations to Management regarding items with high Run Board Activity that may need (a) to be stocked in specific departments / designated stocking locations; (b) to htave the stocking levels increased or decreased for specific supplies; or (c) improved inventory accuracy validation in specific departments. 5%
If the Home Department = RECEIVING OPERATIONS: 65%
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Support Receiving Department operations. Sort and deliver incoming equipment and supplies to designated departments / locations. Maintain a clean, orderly and safe work environment. Validate physical receipts with packing slip, PO and Product match. Obtain appropriate signatures upon delivery to the designated department / individual. Maintain cohesive files of delivery documentation. Forward “Packing Slip Invoices” to Accounts Payable in a timely manner. Identify, document and notify Manager / Assistant Director of any service issues with business partners. Support research and resolution of any discrepancies between purchase order, receipt entry, packing list and invoice by supplying applicable packing list and receipt signature(s). Identify and report any discrepancies to Management as appropriate. Identify, document and notify Management of quality and quantity issues relating to incoming supplies and equipment. 25%
Validate physical receipts with packing slips / supplier documentation; identify and report any discrepancies. Validate physical receipts with purchase orders / authorizations; identify and report any discrepancies. Enter receipts accurately into PMM System. Create delivery documentation within PMM System. Input item(s) and quantity(ies) received in PMM to each specific purchase order. Report discrepant packing slips to Supervisor and Purchasing Department Buyer. Notify Management and Purchasing / Buyer, as appropriate, of quality and quantity issues with inbound shipments. 15%
Maintain accurate records of inventory items, including medical gases. Fill supply delivery requests received via phone, email, and/or door requests, including but not limited to Medical Gases, in a timely and efficient manner. All requests are processed to deliver excellent customer service. Maintain accurate records of all such supply requests on order sheets / par levels / documentation (e.g., Issues & Receipts). Deliver Run Board supplies to designated stocking areas / departments / individuals, as appropriate, in a timely and efficient manner. Replenish inventory in the applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas to established par levels if the Run Board request involves par level replenishment. Support requisition fulfillment levels as determined by Management. 10%
Process Returned Goods for outbound shipments, ensuring that shipping data is correctly entered in the system and on the package. Review packaging to minimize damage during shipment. Enter negative receipt on purchase order for returned goods. Validate accuracy and documents the pickup of supplies, empty and full gas cylinders, etc. by these suppliers. 5%
Assist with cycle counts, monthly and annual physical inventory counts, and variance report analysis and recounts. 5%
Make recommendations to Management regarding items with high Run Board Activity that may need (a) to be stocked in specific departments / designated stocking locations; (b) to htave the stocking levels increased or decreased for specific supplies; or (c) improved inventory accuracy validation in specific departments. 5%
If the Home Department = SURGICAL SERVICES 65%
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Perform inventory counts of applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas and department. Pull requisitions from the Materials Management Information System (MMIS), currently McKesson Pathways Materials Management (PMM). Pick supplies from Surgical Services and Materials Distribution Storeroom(s) to fill each requisition. If a Materials Management Information System (MMIS) is being used, enter requisitions and pull supplies per pick ticket. Deliver supplies to designated stocking areas / departments / individuals, as appropriate, in a timely and efficient manner, per designated delivery schedule(s) and upon request. Replenish inventory in the applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas to established par levels. Deliver additional supply requirements in a timely and efficient manner upon request. Rotate stock and check expiration dating / outdates of inventory at designated stocking locations for product safety and to minimize obsolescence. Identify, document and notify Management of quality and quantity issues relating to supplies and inventory (e.g., stock-outs; insufficient safety stocks; excessive inventory; etc.). Support requisition fulfillment levels as determined by Management. 25%
Support Surgical Services Storeroom Inventory operations. Sort and put away incoming supplies to designated bin / shelf / stocking locations. Maintain a clean, orderly and safe work environment. Validate physical receipts with delivery ticket / documentation to ensure inventory accuracy; identify and report any discrepancies to Management and Inventory Specialist-SCM Surgical Services, as appropriate. Pick supplies from Storeroom inventory to fill supply requests received via phone, email, and/or door requests. Record all phone, email and door requests on Run Board. All requests are processed to deliver excellent customer service. Maintain accurate records of all such supply requests on order sheets / par levels / documentation (e.g., Issues & Receipts). Deliver Run Board supplies to designated stocking areas / departments / individuals, as appropriate, in a timely and efficient manner. Replenish inventory in the applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas to established par levels if the Run Board request involves par level replenishment. Support requisition fulfillment levels as determined by Management. Identify, document and notify Management of quality and quantity issues relating to supplies and inventory (e.g., stock-outs; insufficient safety stocks; excessive inventory; obsolete and expired inventory; etc). 20%
Collect and return excessive inventory quantities from bins / cabinets / shelves / rooms / etc. to the Surgical Services Storeroom in a timely and efficient manner, per designated service schedule and upon request. Collect and return obsolete and expired supplies from bins / cabinets / shelves / rooms / etc. to the Surgical Services Storeroom in a timely and efficient manner, per designated service schedule and upon request. Identify, document and notify Management of quality and quantity issues relating to obsolete and expired inventory. 10%
Assist with cycle counts, monthly and annual physical inventory counts, and variance report analysis and recounts. 5%
Work closely with Surgical Services Team Leaders, SCM and Surgical Services Management relating to supply availability, delivery and par levels, and special supply requests. Make recommendations to Management regarding items with high Run Board Activity that may need (a) to be stocked in specific departments / designated stocking locations; (b) to htave the stocking levels increased or decreased for specific supplies; or (c) improved inventory accuracy validation in specific departments.
5%
If the Home Department = RECEIVING OPERATIONS: 65%
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Support Receiving Department operations. Sort and deliver incoming equipment and supplies to designated departments / locations. Maintain a clean, orderly and safe work environment. Validate physical receipts with packing slip, PO and Product match. Identify and report any discrepancies to Management as appropriate. Work Storeroom relating to inbound deliveries and outbound deliveries. Identify, document and notify Management of quality and quantity issues relating to incoming supplies and equipment. 15%
Validate physical receipts with packing slips / supplier documentation; identify and report any discrepancies. Validate physical receipts with purchase orders / authorizations; identify and report any discrepancies. Enter receipts accurately into PMM System. Create delivery documentation within PMM System. Input item(s) and quantity(ies) received in PMM to each specific purchase order. Report discrepant packing slips to Supervisor and Purchasing Department Buyer. Notify Management and Purchasing / Buyer, as appropriate, of quality and quantity issues with inbound shipments. 15%
Sort incoming supplies (i.e., per deliver-to locations). Efficiently deliver sorted supplies to appropriate departments / individuals. Obtain appropriate signatures upon delivery to the designated department / individual. Maintain cohesive files of delivery documentation. Forward “Packing Slip Invoices” to Accounts Payable in a timely manner. Identify, document and notify Manager / Assistant Director of any service issues with business partners. Support research and resolution of any discrepancies between purchase order, receipt entry, packing list and invoice by supplying applicable packing list and receipt signature(s). 15%
Maintain accurate records of inventory items, including medical gases. Fill supply delivery requests received via phone, email, and/or door requests, including but not limited to Medical Gases, in a timely and efficient manner. All requests are processed to deliver excellent customer service. Maintain accurate records of all such supply requests on order sheets / par levels / documentation (e.g., Issues & Receipts). Deliver Run Board supplies to designated stocking areas / departments / individuals, as appropriate, in a timely and efficient manner. Replenish inventory in the applicable bins / cabinets / shelves / rooms / etc. at each designated stocking areas to established par levels if the Run Board request involves par level replenishment. Support requisition fulfillment levels as determined by Management. 10%
Process Returned Goods for outbound shipments, ensuring that shipping data is correctly entered in the system and on the package. Review packaging to minimize damage during shipment. Enter negative receipt on purchase order for returned goods. Validate accuracy and documents the pickup of supplies, empty and full gas cylinders, etc. by these suppliers. 5%
Assist with cycle counts, monthly and annual physical inventory counts, and variance report analysis and recounts. 5%
Make recommendations to Management regarding items with high Run Board Activity that may need (a) to be stocked in specific departments / designated stocking locations; (b) to htave the stocking levels increased or decreased for specific supplies; or (c) improved inventory accuracy validation in specific departments. 5%
MMIS and Inventory Reporting Functionality: 20%
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Utilize knowledge of MMIS, PMM and PC applications, as appropriate, to perform job responsibilities. Enter inventory counts from Replenishment stocking locations to create requisitions and pick tickets. Input requisitions into PMM, as appropriate, for issues from stock. Maintain accurate records of inbound and outbound inventory items, within PMM, per Run Board and per supporting backup documentation. 10%
Assist with the confirmation and processing of receipts to update on-hand inventory within the MMIS (or manual records). Process the return of items stocked in the Materials Distribution Storeroom within the MMIS system (or manual records). Ensure that these transactions result in the correct adjustments to department’s expense and inventory, both on-hand quantity and General Ledger. Maintain reporting on Inventory adjustments and the reasons for noted adjustments 5%
Input patient charges timely and accurately into PMM and/or Patient Financial Services STAR system(s), as appropriate. Validate transmittal of patient charge inputs via batch totals. 5%
Operations and Customer Service: 15%
This position is a non-licensed/certified staff member authorized to transport and/or stock medications to meet specified essential job duties. This includes staff who do not have the authority to prescribe, dispense and/or administer medications.
Develop and maintain standards for customer service regarding request processing, order fill rates, and order accuracy to process requests in a timely, effective, and professional manner. Assist Management in establishing expectations, develop plans, and manage processes to measure, assess, and improve the quality of the Department’s governance, management, clinical and support activities, including feedback to proactively identify opportunities for improvement, with primary focus on Materials Distribution Storeroom supplies and equipment and replenishment processes. Assist Management to continuously assess and improve department’s performance by: helping to maintain the appropriate quality control programs, providing orientation, in-service training, and continuing education of all persons, and reviewing and making recommendations on needed resources and services. Provide assistance to others, as appropriate; as directed, precepts and mentors new employees.
5%
Support “Company’s Coming” program. Supports and participate in Employee Opinion and Hospital surveys. Support and participate in Employee Action Plans; may help facilitate departmental Impact Plan(s). Demonstrate St. Luke’s Hospital FACES Culture. 5%
Support the achievement of Department Balanced Scorecard objectives.
Perform other work duties as assigned 5%
Transport and/or stock medications
TOTAL 100%
Employee is required to sit frequently and walk frequently. Employee must lift/carry a light (1 -20 lbs.) and medium (21 – 50 lbs.) products / loads frequently and heavy (50+ lbs.) loads occasionally. Employee may be required to lift over 100 lbs with assistance. Employee is frequently required to bend, squat, crawl, kneel, climb, and lift waist to overhead.
Employee is occasionally required to reach forward and reach overhead. For repetitive action, employee is required to use both hands for simple grasping/pulling. . Employee is frequently involved with CRT / PC terminal work. Employee is occasionally exposed to electrical hazards.
(Occasionally: 1-33%, Frequently: 34-66%, Continuously: 67-100%)
The most significant of duties are included but this does not exclude occasional work assignments not mentioned or developmental duties.
Job Relationships: Brief descriptions of the types of interactions that occur for this job.
Employee is a member of the Supply Chain Management (SCM) Department, who interacts regularly with employees and Managers across various Hospital departments and other Supply Chain Departments. Employee may also interact with Medical Office personnel and supplier personnel.
Depending on the Home Department assignment, this position reports directly to the Assistant Director of Supply Chain Management (SCM) or the Manager - SCM Logistics.
Takes Direction from: Assistant Director - SCM
Supervised by: Assistant Director – SCM
Direct reports to the Manager - SCM Logistics = employees with a Home Department of
SCM Mail Operations and SCM Receiving Operations
Direct reports to the SCM Assistant Director = employees with a Home Department of
SCM Linen, SCM Materials Distribution and SCM Surgical Services
The Tech I may also take guidance, as directed by the Assistant Director and/or Director of Supply Chain Management, from her/his delegates, which may include the SCM Manager, SCM Surgical Services Manager, Inventory Specialist and Supply Chain Tech II.
This position has no direct supervisory responsibilities.
High school diploma or GED required.
