What are the responsibilities and job description for the Manager, Perioperative Services Supply Chain Materials Management position at Phoebe Putney Health System?
Job Summary
Manager of Perioperative Services Supply Chain Management oversees and manages the inventory of medical supplies and equipment in the operating room to ensure efficient and effective surgical operations at the lowest deliverable cost using supply chain best practices, resources, and education. This role requires meticulous attention to detail, strong organizational skills, the ability to collaborate along multiple service and support lines, and the ability to work closely with surgical staff, physicians, and suppliers.
Oversee an organization's stock levels, ensuring sufficient supply to meet demand while minimizing overstock or shortages, while remaining contract compliant. They are responsible for managing the flow of materials, equipment, products, and services, often leading teams of multi-disciplinary staff and coordinating delivery with suppliers. They also play a crucial role in forecasting demand, optimizing inventory turnover, maximizing rebates with contract compliance, consignment inventory, and minimizing holding/return/expiry costs.
Education
Bachelor's Degree in healthcare administration, business management, or a related field (Required)
Experience
5 year of experience in inventory management, preferably in a healthcare or surgical setting.
Essential Functions
Inventory Management & Control Contracts:
Tracking and Reporting: Product details, quantities, and status.
Stocktaking - Cycle Count & Analysis: Conducting regular stock takes - cycle counts to verify inventory accuracy, identifying discrepancies, and analyzing inventory performance to identify areas for improvement. Maintaining ITO (Inventory Turnover Ratio) to AHRMM standard will ensure appropriate utilization of inventory.
Demand Forecasting: Analyzing market trends, historical data, and customer demand to forecast future needs and optimize inventory levels.
Inventory Control Systems
Implementing and managing inventory control systems and software to streamline processes and enhance accuracy.
Inventory Management: Monitor and maintain inventory levels of medical supplies and equipment in the operating room, ensuring availability and readiness for surgical procedures.
Stock Control: Implement stock control systems to track usage and prevent shortages or overstocking.
Ensure that inventory management practices comply with hospital policies, safety regulations, and industry standards. Working with Accounting to understand the inventory matrix and GAAP expectations for inventory.
Work closely with surgical staff to understand their needs and preferences, and to ensure that the operating room is properly stocked and prepared for procedures.
Address any inventory-related issues promptly and effectively, finding solutions to maintain smooth operations.
Purchasing and Procurement: Collaborating with suppliers to ensure timely and cost-effective procurement of goods, negotiating favorable terms, and managing supplier relationships.
Ordering Supplies: Place orders for medical supplies and equipment as needed through requisitioning system, coordinating with the buyer and the suppliers to ensure timely delivery.
All invoices in ODAP will be reviewed in a timely manner.
Review items that are not in distribution and evaluate if they should be through Prime Distributor or Secondary.
Collaborate with Purchasing to ensure cleanliness of item file to include price, description, vendor, and packaging string.
Work with Distributors and Manufactures to ensure resiliency of PPI items.
Find innovation opportunities.
Warehouse, Receiving And Shipping Management
Warehouse Operations: Overseeing the efficient operation of Storage Locations to include cores, optimizing layout and storage solutions, and ensuring proper handling and storage of inventory.
Shipping and Logistics: Coordinating with shipping providers, preparing inventory for shipping, and ensuring timely and cost-effective delivery of goods.
Containerization: Managing the shipping of products in containers, including packaging, labeling, and loading practices.
Quality Assurance – Receiving: Inspect and verify the quality and condition of incoming supplies and equipment.
Team Leadership & Training
Hiring and Training: Hiring, training, and mentoring warehouse staff, ensuring they follow safety protocols and use technology appropriately.
Provide training and guidance to staff on inventory protocols and usage.
Performance Management: Overseeing direct reports' performance, providing feedback and coaching, and developing succession plans. Evaluate the team’s performance based on its ties to the department and organizational strategies.
Scheduling & Time Management: Managing direct reports on schedules, time, attendance, and leave requests.
Project Management/Cost Savings Initiatives
Represent Perioperative Services on Periop VAT
Review and establish best practices for cost reduction strategies
Provide Recommendations to VP of Supply Chain, System Director of Procurement, and VAT committees for Margin Improvement Projects while reporting performance related to expectations on various calls
Work with VP of Supply Chain, OR Director, OR Team Leads, OR Nurse Managers, and the OR Business Manager to develop KPI’s for dictating performance, evaluating staff, driving decisions, and monitoring progress on cost reduction strategies
Data Analysis & Reporting
Data Analysis: Using analytical tools to assess inventory trends, identify areas for improvement, and generate reports to enhance decision-making.
Manage Just in Time Inventory Principles without compromising care. Reducing overall inventory cost and impact.
Reporting: Creating detailed reports for adjustments, inventory operations, and stock levels.
Communication: Communicating inventory status, potential issues, and recommendations to relevant stakeholders.
Record Keeping: Maintain accurate records of inventory levels, orders, and usage.
Contracts: Understand existing agreements, compliance requirements, rebates associated with agreements, penalties for exiting agreement, timeline for exhaustion of existing stock, planning go live for change overs, and search for more affordable solutions like standardization, bundles, bulk purchases, contract tier improvement, JIT PAR Level Changes, other techniques to include consignment opportunities.
Vendor Management And Control
Vendor Selection and Credentialing:
In coordination with Supply Chain, develop and maintain processes for identifying, evaluating, and selecting vendors, including checking for relevant certifications, licenses, and compliance with regulations.
Ensure all vendors are signed in through the vendor credentialling system and following all rules in accordance with PPHS policies and procedures.
Contract Negotiation: In collaboration with Supply Chain OR Analyst, System Director of Procurement and Contracts, OR Director, OR Business Management, VAT, and/or VP of Supply Chain with vendors should outline clear terms, including service level agreements, number of trays/sets required, confidentiality requirements, and termination clauses.
Performance Monitoring
Regular monitoring of vendor performance helps ensure adherence to contractual obligations, quality standards, and regulatory compliance. Report and track negative performance with VP of Supply Chain.
Physical Access Controls
Vendors should be required to wear proper attire, follow designated areas, and not take patient-specific information into or out of the OR.
Limit vendor access to PPMH Perioperative Services areas and develop systems to have Reps escorted in and out of the facility.
In conjunction with Periop Supply Team, control vendor admission to surgical spaces. Keep reps free from the front desk, physicians lounge, conference room, and so on. Vendors should only be permitted if they are requested by the Physician Office AND the OR to cover cases.
Data Security: Vendors should be prohibited from accessing or taking patient information, and data security protocols should be enforced.
Vendor-Managed Inventory (VMI)/Consignment
In some cases, PPMH has partnered with vendors for VMI/Consignment, where the vendor manages and replenishes inventory.
Drive business to this model to reduce OR costs and risks.
Vendor Management Systems (VMS): Maintain and maximize the use of the VMS. It can automate processes, track performance, and improve communication with vendors.
Effective Vendor Management
Reduced risk: Vendor management helps identify and mitigate risks related to vendor selection, compliance, and data security.
Improved quality: By partnering with qualified vendors, hospitals can improve the quality of goods and services they receive.
Cost savings: Vendor management can help optimize costs through competitive pricing, efficient processes, and negotiated contracts.
Enhanced efficiency: Automated processes and streamlined communication can improve efficiency and reduce administrative burdens.
Compliance: Effective vendor management ensures compliance with regulations and industry standards.
Other Responsibilities
Loss Prevention & Security: Identifying and mitigating potential risks related to inventory shortages, overstocking, or supply chain disruptions.
Compliance: Ensuring compliance with relevant regulations and industry standards.
Supplier Relationship Management: Cultivating and maintaining strong relationships with suppliers to negotiate favorable terms and resolve issues.
Collaboration: Success in this position requires collaboration with various departments and respect for their policies and procedures. Collaboration will include information sharing with Physicians/Surgeons, IT/IS, Women’s Services, Cath Lab, EP Lab, Radiology, OR director, OR business manager, and Purchasing/Contracts division. Additional collaboration with PSMC OR for consistency will be important for continuity of care.
Manager of Perioperative Services Supply Chain Management oversees and manages the inventory of medical supplies and equipment in the operating room to ensure efficient and effective surgical operations at the lowest deliverable cost using supply chain best practices, resources, and education. This role requires meticulous attention to detail, strong organizational skills, the ability to collaborate along multiple service and support lines, and the ability to work closely with surgical staff, physicians, and suppliers.
Oversee an organization's stock levels, ensuring sufficient supply to meet demand while minimizing overstock or shortages, while remaining contract compliant. They are responsible for managing the flow of materials, equipment, products, and services, often leading teams of multi-disciplinary staff and coordinating delivery with suppliers. They also play a crucial role in forecasting demand, optimizing inventory turnover, maximizing rebates with contract compliance, consignment inventory, and minimizing holding/return/expiry costs.
Education
Bachelor's Degree in healthcare administration, business management, or a related field (Required)
Experience
5 year of experience in inventory management, preferably in a healthcare or surgical setting.
Essential Functions
Inventory Management & Control Contracts:
Tracking and Reporting: Product details, quantities, and status.
Stocktaking - Cycle Count & Analysis: Conducting regular stock takes - cycle counts to verify inventory accuracy, identifying discrepancies, and analyzing inventory performance to identify areas for improvement. Maintaining ITO (Inventory Turnover Ratio) to AHRMM standard will ensure appropriate utilization of inventory.
Demand Forecasting: Analyzing market trends, historical data, and customer demand to forecast future needs and optimize inventory levels.
Inventory Control Systems
Implementing and managing inventory control systems and software to streamline processes and enhance accuracy.
Inventory Management: Monitor and maintain inventory levels of medical supplies and equipment in the operating room, ensuring availability and readiness for surgical procedures.
Stock Control: Implement stock control systems to track usage and prevent shortages or overstocking.
Ensure that inventory management practices comply with hospital policies, safety regulations, and industry standards. Working with Accounting to understand the inventory matrix and GAAP expectations for inventory.
Work closely with surgical staff to understand their needs and preferences, and to ensure that the operating room is properly stocked and prepared for procedures.
Address any inventory-related issues promptly and effectively, finding solutions to maintain smooth operations.
Purchasing and Procurement: Collaborating with suppliers to ensure timely and cost-effective procurement of goods, negotiating favorable terms, and managing supplier relationships.
Ordering Supplies: Place orders for medical supplies and equipment as needed through requisitioning system, coordinating with the buyer and the suppliers to ensure timely delivery.
All invoices in ODAP will be reviewed in a timely manner.
Review items that are not in distribution and evaluate if they should be through Prime Distributor or Secondary.
Collaborate with Purchasing to ensure cleanliness of item file to include price, description, vendor, and packaging string.
Work with Distributors and Manufactures to ensure resiliency of PPI items.
Find innovation opportunities.
Warehouse, Receiving And Shipping Management
Warehouse Operations: Overseeing the efficient operation of Storage Locations to include cores, optimizing layout and storage solutions, and ensuring proper handling and storage of inventory.
Shipping and Logistics: Coordinating with shipping providers, preparing inventory for shipping, and ensuring timely and cost-effective delivery of goods.
Containerization: Managing the shipping of products in containers, including packaging, labeling, and loading practices.
Quality Assurance – Receiving: Inspect and verify the quality and condition of incoming supplies and equipment.
Team Leadership & Training
Hiring and Training: Hiring, training, and mentoring warehouse staff, ensuring they follow safety protocols and use technology appropriately.
Provide training and guidance to staff on inventory protocols and usage.
Performance Management: Overseeing direct reports' performance, providing feedback and coaching, and developing succession plans. Evaluate the team’s performance based on its ties to the department and organizational strategies.
Scheduling & Time Management: Managing direct reports on schedules, time, attendance, and leave requests.
Project Management/Cost Savings Initiatives
Represent Perioperative Services on Periop VAT
Review and establish best practices for cost reduction strategies
Provide Recommendations to VP of Supply Chain, System Director of Procurement, and VAT committees for Margin Improvement Projects while reporting performance related to expectations on various calls
Work with VP of Supply Chain, OR Director, OR Team Leads, OR Nurse Managers, and the OR Business Manager to develop KPI’s for dictating performance, evaluating staff, driving decisions, and monitoring progress on cost reduction strategies
Data Analysis & Reporting
Data Analysis: Using analytical tools to assess inventory trends, identify areas for improvement, and generate reports to enhance decision-making.
Manage Just in Time Inventory Principles without compromising care. Reducing overall inventory cost and impact.
Reporting: Creating detailed reports for adjustments, inventory operations, and stock levels.
Communication: Communicating inventory status, potential issues, and recommendations to relevant stakeholders.
Record Keeping: Maintain accurate records of inventory levels, orders, and usage.
Contracts: Understand existing agreements, compliance requirements, rebates associated with agreements, penalties for exiting agreement, timeline for exhaustion of existing stock, planning go live for change overs, and search for more affordable solutions like standardization, bundles, bulk purchases, contract tier improvement, JIT PAR Level Changes, other techniques to include consignment opportunities.
Vendor Management And Control
Vendor Selection and Credentialing:
In coordination with Supply Chain, develop and maintain processes for identifying, evaluating, and selecting vendors, including checking for relevant certifications, licenses, and compliance with regulations.
Ensure all vendors are signed in through the vendor credentialling system and following all rules in accordance with PPHS policies and procedures.
Contract Negotiation: In collaboration with Supply Chain OR Analyst, System Director of Procurement and Contracts, OR Director, OR Business Management, VAT, and/or VP of Supply Chain with vendors should outline clear terms, including service level agreements, number of trays/sets required, confidentiality requirements, and termination clauses.
Performance Monitoring
Regular monitoring of vendor performance helps ensure adherence to contractual obligations, quality standards, and regulatory compliance. Report and track negative performance with VP of Supply Chain.
Physical Access Controls
Vendors should be required to wear proper attire, follow designated areas, and not take patient-specific information into or out of the OR.
Limit vendor access to PPMH Perioperative Services areas and develop systems to have Reps escorted in and out of the facility.
In conjunction with Periop Supply Team, control vendor admission to surgical spaces. Keep reps free from the front desk, physicians lounge, conference room, and so on. Vendors should only be permitted if they are requested by the Physician Office AND the OR to cover cases.
Data Security: Vendors should be prohibited from accessing or taking patient information, and data security protocols should be enforced.
Vendor-Managed Inventory (VMI)/Consignment
In some cases, PPMH has partnered with vendors for VMI/Consignment, where the vendor manages and replenishes inventory.
Drive business to this model to reduce OR costs and risks.
Vendor Management Systems (VMS): Maintain and maximize the use of the VMS. It can automate processes, track performance, and improve communication with vendors.
Effective Vendor Management
Reduced risk: Vendor management helps identify and mitigate risks related to vendor selection, compliance, and data security.
Improved quality: By partnering with qualified vendors, hospitals can improve the quality of goods and services they receive.
Cost savings: Vendor management can help optimize costs through competitive pricing, efficient processes, and negotiated contracts.
Enhanced efficiency: Automated processes and streamlined communication can improve efficiency and reduce administrative burdens.
Compliance: Effective vendor management ensures compliance with regulations and industry standards.
Other Responsibilities
Loss Prevention & Security: Identifying and mitigating potential risks related to inventory shortages, overstocking, or supply chain disruptions.
Compliance: Ensuring compliance with relevant regulations and industry standards.
Supplier Relationship Management: Cultivating and maintaining strong relationships with suppliers to negotiate favorable terms and resolve issues.
Collaboration: Success in this position requires collaboration with various departments and respect for their policies and procedures. Collaboration will include information sharing with Physicians/Surgeons, IT/IS, Women’s Services, Cath Lab, EP Lab, Radiology, OR director, OR business manager, and Purchasing/Contracts division. Additional collaboration with PSMC OR for consistency will be important for continuity of care.