Hospital Services Representative

Job Title: Hospital Services Representative

Department: Hospital Services  

Starting pay rate: $20.00 per hour            

JOB SUMMARY

Under the direct supervision of the Manager of Hospital Services, in accordance with published procedures, following all appropriate state and federal laws and regulations and accreditation standards the Hospital Services Representative (HSR) assists in coordinating the daily distribution of blood and blood components and transporting blood and blood components to and from various locations (e.g., hospitals, satellite centers, mobiles). The HSR assists with general inventory management and is one of the main points of contact between the hospital blood banks and the San Diego Blood Bank. The HSR is also required to adhere to current good manufacturing practices.

RESPONSIBILITIES

• Upholds and demonstrates the San Diego Blood Bank’s Service Excellence Standards.
• Maintains a neat, clean, and organized work area.
• Receives and fills orders for blood and blood components from hospitals.
• Directs the activities of the route drivers, contract couriers and any other personnel assigned to perform logistical support for the San Diego Blood Bank.
• Maintains an excellent driving record. If an emergent need arises, HSR is required to deliver blood products, equipment or supplies to hospitals if no other resources are available.
• Responsible for receiving blood product orders from hospitals and determining what can be filled and communicating to the hospital what blood products will be shipped to them.
• Ensures timely communication with San Diego Blood Bank laboratory department team members regarding critically needed blood products.
• Handles the daily coordination of interdepartmental mail, transport of San Diego Blood Bank computer equipment and important documents for all San Diego Blood Bank and Southern California Blood Bank facilities. This includes unforeseen items needing immediate transport.
• Adheres to hospital policies and procedures when delivering blood, supplies, equipment and other items to their facility(ies).
• Ensures the safe handling and transporting of blood and blood components.
• Ensures that appropriate action is taken when notified of security breaches at San Diego Blood Bank facilities.
• Understands and adheres to the policies, procedures and standards developed as part of the San Diego Blood Bank Compliance Program.
• Communicates important information to HS Management team and coworkers using the Shift report and verbal communication with team members.
• Performs other duties as assigned or directed.

INVENTORY MANAGEMENT

• Imports and exports blood and blood components to / from hospitals and blood banks outside of San Diego Blood Bank’s normal service areas. Verifies all products meet transport temperature and regulatory requirements.
• Maintains competency using Fed Ex, UPS, MNX, etc. and private courier companies’ software to arrange for pick up and shipment of products.
• Meets daily with San Diego Blood Bank Product Inventory Manager to determine hospital needs versus inventory availability.
• Evaluates inventory reports such as Platelet Management, RBC Management, Frozen Management, Cryo Management, and Blood Components Available for Export to assist with determining how best to use available inventory.
• Ensures that blood and blood components in “Available Inventory” are properly stored, maintained, organized, and inventoried.
• Monitors hospital customers’ needs using the San Diego Blood Bank Electronic Dashboard Inventory system.
• Coordinates transferring of blood and blood components between hospital sites when emergency hospital needs arise.

INTERDEPARTMENTAL SUPPORT- CROSS TRAINING 

• Performs irradiation, modification, and labeling of blood and blood components using an X-Ray Irradiator.
• Handles shipping and pickups for special blood and blood components product orders initiated by the Components Production Laboratory, Immunohematology Reference Laboratory (IRL) and the Research Products and Services (RPS) Department.
• Determines which antigen negative RBC IRL orders are shipped to hospitals when IRL staff are not available.
• Assists in maintaining the accuracy of IRL inventories stored in Hospital Services.
• Performs weekly inventory of IRL units stored at HS2.
• Handles after hour Bac-T alarms for platelet components. Perform investigation, quarantine, and return of involved blood products from hospitals.
• Coordinates logistical support for University of California Health Milk Bank deliveries to NICU hospital partners.
• Calculates shipment costs, creates shipping invoice, and ships blood and blood component products for the RPS Department.
• Completes billing correction procedures when required to assist with accurate invoicing.
• Investigates and resolves billing issues as requested by San Diego Blood Bank Business Office.

QUALITY ASSURANCE

• Follows and maintains competency on OSHA, FDA, AABB, CAP, and DOT laws, regulations, standards, and guidelines that pertain to   activities performed by Hospital Services.
• Maintains and completes applicable paperwork, checklists, and logs including but not limited to RPS Orders, Courier Statistics, Blood Component Temperature Verification, and Irradiation.
• Maintains competency with various software programs used by SDBB.
• Performs filing / digital scanning of Hospital Services documents.
• Performs final check of regulated documents in Hospital Services.
• Monitors REES Temperature Monitoring System for all San Diego Blood Bank storage units.
• Investigates temperature monitoring events for all San Diego Blood Bank departments and takes appropriate action as described in Standard Operating Procedures (SOPs).
• Initiate Quality Incident Reports (QIR) when necessary, obtaining all supporting documents needed and ensuring these are attached to the QIR.
• Handles blood product recalls. Responsible for providing requesting organization with final status of involved blood components and with the return of blood components if possible. Provides information to Quality Assurance and Compliance Department on outcome of each recall.
• Performs blood inventory audits on a regularly scheduled basis to ensure blood product inventory reports are accurate and all products are accounted for.

WORKING ENVIRONMENT

•  Distribution / warehouse environment.
• Must be able to work in variable temperature environments which include walk-in refrigerators and freezers.
• Laboratory and medical environments.
• Extensive interactions with employees, customers, and the public.

PHYSICAL REQUIREMENTS

•  Medium to heavy lifting required, up to 50 lbs.
• Standing, sitting, bending, pushing, pulling is required. 
• Must be able to climb in and out of various San Diego Blood Bank vehicles.
• Must be able to sit for extended periods of time (up to 8 hours), while performing computer work.

EQUIPMENT USED

• Computer, printer, automated voice mail system, calculator, fax machine, scanner, telephone, refrigerators, freezers, incubators, x-ray irradiator, dry ice containers, wet ice machine, heat sealer, laminating machine, various San Diego Blood Bank vehicles requiring Class C license.

QUALIFICATIONS

Education:

• High School Diploma or General Education Diploma (GED) or equivalent combination of education, training and/or experience.

Certifications/Licenses:

•  Valid California Class C Driver’s License.

Experience:

• Working knowledge of Microsoft Office Operating Systems and MS Office Software (MS Outlook, MS Word, MS Excel, MS Teams) is preferred.
• Customer service experience a plus.

Skills:

• Demonstrates initiative.
• Ability to work independently and remain productive.
• Demonstrates high customer service standards: conscientious, courteous, and enthusiastic service to internal and external customers.
• Ability to consistently deliver customer service in a timely, accurate, professional, and friendly manner.
• Must demonstrate a high level of problem-solving skills.
• Must be able to adapt to new software and changing policies that happen with little notice.
• Must be able to demonstrate core competency of the position.
• Must adhere to established policies and procedures.
• Must adhere to quality standards and good manufacturing practices.
• Ability to drive vehicles on paved streets and highways in various traffic and weather conditions.

BENEFITS FOR YOU

We take care of you, while you take care of others. As a mission-based organization, we believe our team needs great support to do great work. Our comprehensive benefits help you in balancing home and work. With our resources and perks, you have amazing possibilities at the San Diego Blood Bank including:

• Employees working 30 or more hours per week are eligible for employer sponsored health benefits (Medical, Dental, & Vision plans)
• Earn up to 120 hours of paid vacation in your first year.
• 7 paid Holidays + 1 personal holiday provided annually.
• 40 hours of paid sick time provided annually.
• 403(b) retirement plan with 3% employer match starting on your first day.
• Employee Assistance Program - Free for employees and their families
• Service Awards and recognition.

The San Diego Blood Bank is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.