Materials Manager

Multi- Site Materials Manager in Oregon

This position covers both Cascade Spine Center & East Portland SC.

Job Summary

Primary responsibility for the materials management process for the healthcare facility, which includes the evaluation, procurement, storage, and distribution of all supplies and equipment.  The materials manager will perform the daily operations to support the medical and surgical inventory control for the facility to include ordering of all medical supplies, maintaining an appropriate inventory of all medical supplies, receiving and stocking of all medical supplies to their assigned area.  The materials manager is responsible for identifying, implementing, and documenting cost savings and supply chain operational improvement opportunities for the facility.  The materials manager is responsible for the training and development of the facility designated back-up materials manager.

 Job Title:  Materials Manager

Reporting Relationship: Reports to the Administrator.  Dotted line of responsibility to the Director of Materials Management for the region and market.

 Qualifications

• High school graduate
• 12 months experience in related field and/or health care facility. 
• Experience in healthcare materials management or an Operating Room setting is preferred.
• Bachelor’s Degree is preferred.

 Procurement and Order Processing

• Responsible for the procurement and order fulfillment for both facilities
• Utilize MMIS for all order placement of medical and surgical supplies
• Utilize existing MMIS inventory numbers when available to minimize free form entry for procurement of supplies. When items do not exist in the MMIS for items to be ordered more than three times in a calendar year, submit the proper request to add to item master database. Review monthly free form report to continue to reduce free form usage with a goal of greater than 90% of purchases executed with a MMIS number.
• Accurately place orders and track deliveries to ensure timely fulfillment of ordered supplies
• Develop, maintain, coordinate, and communicate with facility departments to regularly schedule orders by vendor to ensure proper inventory levels and delivery schedules; avoid need to expedite and incur additional freight expense
• Responsible for maintaining high level of contract compliance with USPI and GPO agreements for cost savings, rebates, and commitment level requirements
• Maintain in depth knowledge of GPO purchasing program, GPO product categories, and USPI sanctioned initiatives and custom contracts.
• Coordinate the standardization of supplies, equipment, and service within the facility utilizing USPI and GPO contracts when possible
• Responsible for the resolution of supply, equipment, and service problems with vendors. Escalate to the DMM for your region when necessary and appropriate
• Maintain a professional and ethical environment in interactions with vendors
• Coordinate the reconciliation process for invoices with Accounts Payable department when price and quantities do not agree with the purchase order
• Review and maintain current accrual log to ensure timely receipts of supplies and equipment are processed within 24hrs of physical receipt and communicate as needed to Accounts Payable and/or Business Office regarding timely payment of associated invoices.

 Inventory Management

• Maintain appropriate inventory levels to support facility patient volume
• Maintain appropriate par levels
• Facilitates Physical Inventory Process and Valuation on a Semi-Annual Basis
• Track surgical implants and coordinate with operating room personnel to ensure implants are reconciled daily to billed charges to ensure proper revenue capture. Involved in the accurate and comprehensive implant log updating process on a daily basis in ENVI or appropriate MMIS to ensure proper implant capture and reporting.
• Review implant to billed profitability report for opportunities to improve process and increase revenue capture
• Maintain proper internal controls by following USPI Policies and Procedures regarding separation of duties for Requisition, Purchasing, Receiving, and Invoice Approvals
• Minimize Return Orders and Inventory Adjustments
• Participate in internal and MM operational audits with the goal of receiving high scores for positive operational performance 

Cost Savings and Operations

• Achieve Targeted Drugs and Medical Expenses Index (DMI) and Case Cost Reduction Targets. Annual amounts are provided by your DMM during the annual budget process
• Maximize purchases from Group Purchasing Organization (GPO) Contracts and USPI Agreements
• Order generic or therapeutic equivalent when appropriate and cost effective
• Review current contract tier level assignments for optimization opportunities and recommend Letters of Commitment to DMM to gain appropriate access to contract pricing and best qualifying tiers
• Work with management group to prepare the materials budget and analyze variances to budget
• Implement, Track, Document, and Report Savings to Administration and DMM
• Participate on recurring meetings with DMM to gain details on cost savings initiatives to implement
• Read Monthly MM Newsletter and implement new contracts and savings initiatives
• Participate on Monthly Operation Review calls and provide insight on cost savings opportunities and initiatives implemented
• Prepare Capital Equipment Requests as directed, solicit quotations from vendors with a priority with contracted suppliers, verify against contract pricing, submit proposals to MD Buyline for quote review and benchmarking, and follow USPI policy and procedures for Capital Approval and Processing.
• Standardize on products, equipment, and services to maximize savings and efficiencies to include but limited to the following:
  • Distribution: Standardize to USPI contracted vendor for medical/surgical and pharmacy distribution
  • Reprocessing – Work with DMM to implement and maximize reprocessing
  • Custom Packs – Standardize to USPI contracted supplier for custom packs. Work with DMM for additional savings opportunities with packs.
  • Implants – Work with DMM and Administrator on HPG or custom contracts for implants
  • Contract Renewals – Benchmark pricing. Work with DMM.
  • Maintenance – Determine minimum levels of service required; identify is USPI or HPG contracts exist.
  • Linen – Verify Contracts Available and Compare Rates and Service
  • Biomed Waste Disposal – Ensure the right # of pick-ups per week/month; Utilize custom USPI contract

Professional Requirements

• Adhere to dress code, appearance is neat and clean
• Complete annual human resource, corporate, and facility requirements for compliance, ethics and other education requirements within established timelines
• Maintains appropriate standards of conduct and maintains the highest ethical behavior
• Maintain patient confidentiality at all times
• Report to work on time and as scheduled
• Wear personal identification while on duty
• Participate in performance improvement and continuous quality improvement activities
• Attend various department and facility committee meetings, continuous quality improvement meetings, and product standards committee meetings as directed or as appropriate
• Ensure compliance with all USPI and facility policies and procedures regarding department operations, fire, safety, and infection control
• Effectively and consistently communicates administrative directives to personnel and encourages interactive departmental and facility meetings and discussions
• Maintain regulatory requirements, including all state, federal and local regulations
• Represent the organization in a positive and professional manner at all times
• Ensure that personal behavior is a positive reflection of USPI’s Mission Statement:
  • USPI’s Mission is to provide first class surgical services for the local community in a safe, comfortable and welcoming environment; one in which we would be happy to treat our own families.
• Comply with all organizational policies and standards regarding ethical business practices
• Communicate and follow the mission, ethics and goals of the organization

Non-Essential Functions

• Perform other duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of Materials Management Information System
• Strong organizational and interpersonal skills
• Ability to use Microsoft Excel, Word, Outlook and other computer applications
• Ability to sort and organize information for the purposes of analyzing purchasing information to identify opportunities for cost savings and efficiencies.
• Ability to document and report cost savings and impact analysis for conversions and contract implementations
• Ability to maintain neat and organized purchasing, receiving, and inventory records and implant logs
• Ability to comply with OSHA regulations, JCAHO, CDC standards, or other applicable rules and regulations governing the healthcare workplace
• Ability to critically think and determine appropriate course of action in dynamic and complex situations
• Ability to work independently, exercise good judgment, be creative, attentive to detail, and maintain a positive attitude
• Ability to manage multiple and simultaneous responsibilities and to prioritize work duties appropriately
• Ability to maintain confidentiality of all medical, financial, and legal information
• Ability to complete work assignments accurately and in a timely manner
• Ability to communicate effectively, both orally and in writing
• Ability to handle difficult situations involving patients, physicians, vendors, co-workers, and others in a professional manner

Physical Requirements and Environmental Conditions

• Physically demanding, high-stress environment with timelines and deadlines
• Potential exposure to blood and body fluids, communicable diseases, chemicals, radiation, and repetitive motions
• Pushing and pulling heavy objects
• Full range of body motion including handling and lifting objects
• Manual and finger dexterity
• Hand and eye coordination
• Standing and walking for extensive periods of time
• Lifting and carrying items weighing up to 50 lbs
• Corrected vision and hearing to within normal range
• Work irregular hours including after scheduled hours as directed and approved
• Work in varying degrees of temperature (heat or air conditioned)
• May work in interior and exterior work locations that involve hazardous environments requiring protective equipment that conforms to OSHA regulations and some physical discomfort due to temperature, dust and noise.
• May be required to work in confined spaces, on step stools, ladders, and possibly in adverse weather conditions

Cascade Spine Center Ctr complies with federal, state, and/or local laws regarding mandatory vaccination of its workforce.  If you are offered this position and must be vaccinated under any applicable law, you will be required to show proof of full vaccination or obtain an approval of a religious or medical exemption prior to your start date.  If you receive an exemption from the vaccination requirement, you will be required to submit to regular testing in accordance with the law.