Materials Manager (ASC)

ABOUT AUSTIN REGIONAL CLINIC:

Austin Regional Clinic has been voted a top Central Texas employer by our employees for over 15 years! We are one of central Texas’ largest professional medical groups with 35+ locations and we are continuing to grow. We offer the following benefits to eligible team members: Medical, Dental, Vision, Flexible Spending Accounts, Time Off, 401(k), EAP, Life Insurance, Long Term Disability, Tuition Reimbursement, Child Care Assistance, Health & Fitness, Sick Child Care Assistance and Development. For more information visit https://www.austinregionalclinic.com/careers/

DESCRIPTION:

Under the direction of the Administrator, The Materials Manager is responsible for leading the planning, organizing, controlling, monitoring, purchasing, stocking and receiving supplies and equipment for the ASC. The Materials Manager plays a key role in supporting and managing operating expenses for the ASC. Carries out all duties while maintaining compliance and confidentiality and promoting the mission and philosophy of the organization.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES (including but not limited to):

• Manages Supply Chain initiatives focused on inventory reduction, increased inventory turns and improved order-to-delivery results.

• Responsible for maintaining adequate surgical supplies, instruments, equipment, linens and other surgery center materials.

• Creates the weekly order of all supplies and implants independently. Collaborates with the DON, OR charge nurse and techs after list is independently created to determine if there are other items to add.

• Promotes and facilitates new business development opportunities with change to ARC Corporate Purchasing Department to identify new conversion items to increase savings opportunities.

• Partners with corporate purchasing team for all vendor contracts, biannual inventory, and Envi oversight.

• Runs usage reports with vendors every month, to track fluctuations with inventory, to identify volume changes and opportunities for cost-savings.

• Puts away all supplies and inventory items to keep track of par levels and avoid ordering duplication.

• Maintains adequate supplies for the center by creating par levels in all designated units, including PreOp and PACU. Will continuously watch volume growth and maintain accurate par levels.

• Forecasts case volume with the Director of Nursing and Administrator to ensure the center has adequate supplies for any additional case volume added.

• Maximizes the capacity of storage in the OR suites by implementing OR’s par levels supported by a restocking sheet with the OR ready items needed and quantities.

• Responsible for ongoing oversight of the inventory and re-stocking process.

• Maintains accountability for equipment and supply/inventory levels.

• Maintains accurate inventory levels by conducting weekly cycle counts on specific critical items (ex. Surgical packs, drapes, anesthesia block equipment).

• Works closely with the Sterile Processing Department (SPD) and Surgical Techs to organize Services and instrumentation by initiating and completing tasks like count sheets for all Instrument trays in the facility.

• Builds strong relationships with the staff by leading initiatives to coach them, allowing opportunities to work in collaboration and supporting their services.

• Develops and builds relationships with the surgeons to leverage opportunities and offer alternatives to high priced supplies currently used.

• Runs weekly PO history reports for medical supplies and implants to track and compare against the target expense budgeted for the current month.

• Reports to Administrator any additional purchases that are not anticipated for the month that may impact the budgeted amount for medical supplies and implants creating a negative variance.

• Works closely with the BOS on a weekly basis to ensure all PO numbers and invoices are accurate in regard to pricing and payment terms.

• Works closely with physicians when performing case costing and offers alternatives if the implants for the case are 60% percent higher than the reimbursement payable amount for the case for payers that do not reimburse for implants separately.

• Develops a plan with the DON, OR charge nurse, techs and the Administrator to minimize waste of supplies in the OR’s.

BEHAVIORAL SPECIFIC EXPECTATIONS:

• Promotes a positive and productive work environment by acting responsibly, satisfactorily performing job duties, and conducting oneself in a professional, courteous, and respectful manner toward fellow employees, physicians, and patients.

• Relates to other people beyond giving and receiving instructions: (a) gets along with co-workers or peers without exhibiting behavioral extreme; (b) performs work activities requiring negotiating, instructing, persuading, or speaking with others; and (c) be open to receiving feedback regarding performance from a supervisor.

• Follows written and oral instructions as well as complete routine tasks independently.

• Completes annual compliance training on HIPAA/Privacy/Confidentiality/Non-Discrimination/Harassment/Integrity Statement and signs Agreements.

• Ensures confidentiality of patient information following HIPAA guidelines and policies.

• Attends training to meet requirements of the job position as needed or mandated by policies and other state/federal regulations.

• Has regular and dependable attendance.

• Displays behaviors, seeks outcomes, and develops skills consistent with organizational principles and behaviors.

• Demonstrates commitment to the mission and goals of the Surgery Center as well as all entities associated with the Surgery Center.

• Demonstrates dependability and accountability.

• Maintains a professional image through proper attire, language, and conduct.

• Keeps management informed of any malfunctions in instruments, equipment, and supplies.

• Participates in opportunities of continuing education.

• Seeks guidance, direction, and assistance when needed.

• Displays willingness to speak up about safety issues or changes in practices to enhance safety.

• Supports and adheres to all company policies, including but not limited to, Surgery Center policies and procedures, OSHA, HIPAA, compliance, and Code of Conduct. Positions that require driving while on company business must adhere to the Driving Vehicle Policy.

• Follows the core competencies set forth by the Company, which are available for review on SharePoint.

OTHER DUTIES AND RESPONSIBILITIES

• Performs other duties as assigned.

QUALIFICATIONS

Education and Experience

Required:

• High school diploma or GED.

• Three (3) or more years of experience in ASC Materials Management, including focus on cost reduction and inventory control.

Preferred:

• Multi-specialty experience.

• Completion of training Courses in Materials Management.

Knowledge, Skills and Abilities

• Knowledge of medical terminology and medical equipment and supplies.

• Ability to comply with safety standards.

• Attention to detail, organization, and accuracy.

• Ability to meet deadlines and follow instructions, with low degree of supervision.

• Effective interpersonal skills including verbal and written communication skills.

• Ability to effectively interact with physicians, management, and staff.

• Ability to read and interpret documents in English such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Additional languages preferred.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Knows programs relevant to inventory management.

• Ability to deal with problems involving several concrete variables in standardized situations.

• Must be able to communicate effectively over the phone, in writing and in person.

• Demonstrates the ability to utilize recognized channels of communication, including visual and auditory acuity for computer and telephone.

• Demonstrates the ability to maintain good interpersonal relationships with patients, co-workers, vendors, and other health team members.

• Ability to engage others, listen and adapt response to meet others’ needs.

• Excellent computer and keyboarding skills, including familiarity with Windows, MS 365.

• Excellent verbal and written communication skills.

• Ability to manage competing priorities.

• Ability to perform job duties in a professional manner at all times.

• Ability to understand, recall, and communicate factual information.

• Ability to understand, recall, and apply oral and/or written instructions or other information.

• Ability to organize thoughts and ideas into understandable terminology.

• Ability to apply common sense in performing job.