Supply Chain Operations Technicians are responsible for representing all departments of Billings Clinic in a dynamic fast paced environment where change is the norm, not the exception. They take pride and ownership in providing exceptional customer service. Primary duties include, but are not limited to; shipping and receiving, handling inventory, filling stock orders and delivering stock and non-stock supplies (including but not limited to medications, needles, sharps, blades, solutions, etc) data entry, computer and telephone usage, quality control inspections, delivery of mail, lab specimens and medical records as needed for patient care, and training and orientation of newly assigned staff members. This position will rotate through the entire job functions listed below and will perform clerical and administrative tasks to as needed for support of the department and the organization.
Essential Job Functions
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.
Minimum Qualifications
Education
High School or GED