Surgical Supply Implant Coordinator

Behind every patient, procedure, and clinical team at UVA Health is a dedicated supply chain team making sure the right supplies are available when they are needed. As a Supply Control Inventory Coordinator, you will play an important role in keeping supplies moving efficiently throughout the Health System.

This is an excellent opportunity for someone who is organized, detail-oriented, dependable, and enjoys working in a fast-paced, team-oriented environment. No prior experience is required, making this a great opportunity to build valuable experience in healthcare supply chain operations.

The Implant Room Coordinator is responsible for the comprehensive management, control, and oversight of all surgical implants, biologics, prosthetics, and high-value specialty products used throughout perioperative services. This role serves as the primary liaison between clinical teams, surgeons, vendors, supply chain, sterile processing, finance, and purchasing to ensure the availability, accuracy, traceability, and regulatory compliance of implantable devices.

Unlike traditional inventory or supply coordination roles, the Implant Room Coordinator manages a complex portfolio of patient-specific and procedure-critical products requiring advanced inventory control, implant tracking, regulatory documentation, lot and serial number management, financial oversight, and coordination with multiple stakeholders to support safe and effective surgical care.

Key Responsibilities

Implant Inventory Management

• Maintain perpetual inventory of all implantable devices, biologics, fixation systems, prosthetics, and specialty surgical products.
• Manage high-value inventory with a focus on inventory optimization, product availability, expiration management, and cost containment.
• Monitor stock levels and utilization trends to ensure uninterrupted procedural support while minimizing excess inventory.
• Coordinate replenishment activities based on surgical schedules, historical usage patterns, and surgeon demand.

Surgical Case Support

• Review upcoming surgical schedules to ensure all required implants and instrumentation are available and appropriately staged.
• Collaborate with surgeons, operating room leadership, and vendors to confirm implant requirements for complex and specialty procedures.
• Coordinate acquisition of patient-specific implants, custom devices, and special-order products.
• Resolve implant-related issues that may impact surgical schedules, patient care, or procedure efficiency.

Regulatory Compliance and Traceability

• Maintain complete implant documentation, including lot numbers, serial numbers, manufacturer information, and patient utilization records.
• Ensure compliance with Joint Commission standards, FDA regulations, manufacturer requirements, and organizational policies regarding implant management.
• Support implant recall management by identifying affected inventory and providing patient-level tracking documentation.
• Ensure all implant transactions are accurately documented within applicable inventory and electronic health record systems.

Vendor and Contract Management

• Serve as the primary operational contact for implant vendors and manufacturer representatives.
• Coordinate vendor access, inventory reviews, product evaluations, and consignment agreements.
• Monitor vendor-owned and consigned inventory for accuracy, compliance, and financial accountability.
• Collaborate with Supply Chain and Purchasing teams to support contract compliance and value analysis initiatives.

Financial Stewardship

• Manage inventory valued in the millions of dollars through effective utilization, stock rotation, and expiration avoidance.
• Ensure accurate charge capture and billing processes for implantable devices.
• Investigate inventory discrepancies, usage variances, and financial exceptions.
• Support cost-reduction strategies through inventory standardization, utilization review, and contract optimization.

Quality and Performance Improvement

• Analyze implant utilization, inventory turnover, waste, and stock-out trends.
• Participate in product evaluations, technology assessments, and value analysis processes.
• Recommend process improvements that enhance patient safety, inventory accuracy, and operational efficiency.
• Assist with audits, accreditation surveys, and regulatory reviews related to implant management.

Required Knowledge and Skills

• Advanced knowledge of implantable medical devices, orthopedic implants, spine products, cardiovascular implants, biologics, and specialty surgical products.
• Strong understanding of sterile processing, operating room workflows, and surgical procedures.
• Knowledge of implant traceability requirements, recall management, and regulatory standards.
• Expertise in inventory management systems, ERP platforms, and electronic documentation systems, as well as Trackcore.
• Strong analytical and financial management skills.
• Ability to coordinate multiple priorities in a fast-paced surgical environment.
• Excellent communication and relationship-building skills with surgeons, vendors, and multidisciplinary teams.

Complexity of Role

The Implant Room Coordinator functions as a specialized supply chain and clinical operations expert responsible for ensuring that procedure-critical implantable devices are available, compliant, traceable, and financially accountable. The role requires independent judgment regarding inventory investments, procedural readiness, regulatory compliance, vendor coordination, and patient safety implications. Errors in implant management can directly affect patient outcomes, surgical schedules, regulatory compliance, and organizational financial performance.

Distinguishing Factors from Supply Control Coordinator

The Implant Room Coordinator differs from a Supply Control Coordinator in the following ways:

• Manages implantable devices and biologics rather than routine medical supplies.
• Requires comprehensive implant tracking and patient-level traceability.
• Coordinates directly with surgeons regarding product selection and procedural needs.
• Oversees vendor-managed and consigned inventory programs.
• Supports regulatory compliance involving FDA and implant recall requirements.
• Manages significantly higher inventory values and financial risk.
• Coordinates custom, patient-specific, and procedure-specific products.
• Performs implant charge reconciliation and financial review activities.
• Maintains accountability for products that directly impact patient outcomes and surgical success.

This distinction establishes the Implant Room Coordinator as a specialized, higher-complexity role focused on surgical implant management, regulatory compliance, financial stewardship, and procedural readiness rather than general supply distribution and replenishment.

Education: High School Diploma or GED required.

Experience: No prior experience required.

Licensure: May require a valid Virginia Driver's License depending on assigned responsibilities.

PHYSICAL DEMANDS

Job requires sitting/standing for prolonged periods. Proficient communicative, auditory and visual skills; Attention to detail and ability to write legibly; Ability to lift/push/pull < 20lbs. May be exposed to fumes, cold, and heat.