GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed. Please note that this section should be written in a paragraph format and provide a broad description of the role and its purpose as well as the reporting structure.
Reporting to the CSPS Business Operations Supervisor and within established hospital and departmental policies, the CSPS Inventory & Tracking System Coordinator is responsible for providing inventory management, program management, dedicated comprehensive technical support, reporting and analytics to the Perioperative Services, Endoscopy and external areas. Additionally, this employee is fully qualified to serve as a Sterile Processing Technician II (SPD Tech II), with all associated competencies, knowledge and certifications and has the knowledge and experience to review and apply manufacturer Instructions For Use for the reprocessing of reusable medical devices.
PRINCIPAL DUTIES AND RESPONSIBILITIES: In order of importance, list essential areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation. This section should be completed as a bulleted list and explain how the role is performed.
Provides thorough review of all manufacturer-provided Instructions for Use (IFU's) for validated reprocessing of reusable medical devices.
Works collaboratively to design and build custom SPM workflows to support adherence to instrument IFUs.
Reviews IFU's for all instrumentation in accordance with enterprise and regulatory standards including the State Department of Health, Joint Commission and Center for Medicare Services (CMS) and escalates concerns to leadership.
Ensures accurate tracking system data management for all products and instruments maintained with a special emphasis on data support functions.
Works collaboratively with Clinical Operations leadership to develop instrument/scope tray count sheets, enter instrumentation and trays into the tracking system, add pictures/comments, and maintain the down time count sheet system.
Print, review and organize Preference Card and Pick Lists from Epic for case cart building.
provide information that will assist leadership in monitoring processes, and ensuring adherence to standard operating procedures related to instrument and scope reprocessing.
collaborates with education colleagues and assist with orientation and training of sterile processing employees and operating room staff related to the instrument tracking system; may be required to work after-hours and/or weekends on a limited basis for project implementation or training needs.
Responsible for Vendor instrument management, including the following functions:
Reception, inspection and system entry
Instrument contents verification and documentation
Return to Vendor and removal from inventory
Responsible for management of the department's reusable instrument inventory:
Purchasing, shipping & receiving functions and tracking using an inventory tracking system.
Maintenance of instrument par levels for commonly purchased items.
Implementation and management of individual instrument marking/tracking processes.
Maintains instrument repair needs, including coordinating with vendors, issuing requisitions and packaging devices for shipment.
Performs various information systems and data responsibilities for CSPS:
Managing and troubleshooting CSPS IS hardware and software needs.
Managing new employee profiles and manages access for staff in the system.
Utilization of Smartsheet and SharePoint to maintain various departmental data files.
Perform data entry responsibilities in Epic, including the population and building of Implant Tray contents.
Support and coordination of Vendormate and other vendor-related activities, including distribution of temporary access badges for vendors operating within the MGH OR.
Must have an advanced understanding regarding standard procedures, operational workflows and regulatory compliance for all areas of sterile processing including decontamination, assembly, sterilization, case pick and endoscope reprocessing.
Maintains competencies in all Sterile Processing Functions, including Decontamination, Assembly, Sterilization and Case Pick.
Capable of serving as a Sterile Processing Technician II in emergent situations as needed.
Participates in various department initiatives, meetings and projects related to data or inventory management with both internal and external colleagues.
Capable of performing analytics of data and preparing documents for leader review.
All other responsibilities as assigned.
SKILLS & COMPETENCIES REQUIRED: This section should be a bulleted list of minimum requirements explaining the skills (what the individual is trained for) and competencies (measurable as defined by the job) necessary to perform the job.
Excellent Customer Service skills.
Must be able to speak, read, write and English fluently.
Must understand medical terminology and can interpret written instructions and complete various forms and records regarding equipment processing and preparation of equipment.
Must have experience utilizing a computer as a daily necessity of their employment; proficiency in Microsoft Office and similar programs.
Must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
LICENSES, CERTIFICATIONS, and/or REGISTRATIONS: Specify minimum credentials and clearly indicate if required or preferred.
EDUCATION: Check boxes that best describe the minimum and preferred education requirements.
High school diploma, GED or equivalent
Some college or Associate's Degree
EXPERIENCE: Indicate the required and preferred (optional) amount and type of experience.
Required: Experience processing reusable instrumentation in a hospital setting (greater than 2 years)
Experience using Microsoft Office programs (greater than 2 years)
Data Entry Experience (greater than 2 years)
Preferred: Customer Service Experience (greater than 3 years)
Experience in an OR/Sterile Processing Environment (greater than 3 years)
Experience utilizing Epic
Experience utilizing SPM or similar inventory tracking system.
Experience using PeopleSoft eBuy.
Experience using IMS Ready.
SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate): Indicate supervisory "scope" and list the number of employees supervised.
FISCAL RESPONSIBILITY: Indicate financial "scope" information, e.g. size of budget, volume, revenue, etc.
Responsible for maintaining good business practices to reduce waste, excessive spending and overall budgetary compliance, specifically regarding the purchasing, repairs and replacement of reusable products.
WORKING CONDITIONS: Describe the conditions in which the work is performed. Use this section to detail any physical requirements for the position (lifting, carrying, etc). Use this section to also detail any environmental conditions associated with the position (outdoor weather requirements, hazardous materials, etc).
Exposure to the Operating Room environment is a requirement.
A strict dress code and professional appearing including wearing surgical scrubs is required.
Must be able to frequently lift up to 50 lbs. stoop, bend, pull, and place and retrieve material.
Able to work on Weekends or Holidays as needed for special projects and/or system issues.