Materials Manager

OVERVIEW:

The Materials Manager determines and maintains appropriate inventory levels to meet the requirements of scheduled procedures, ensures high-quality supplies are obtained, at best available pricing whenever practical, and assists with negotiation of vendor pricing.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Supports the philosophy, goals, and objectives of the Organization, and adheres to all established policies and procedures.

· Maintains proper levels and timely distribution of inventory.

o Establishes & maintains par levels.

o Places orders through Envi in accordance with Facility policies.

o Ensures that items are marked as received in the inventory system appropriately immediately upon receipt and stored appropriately.

o Ensures supplies are kept in correct places for operational needs.

o Manages back-orders status, sources appropriate replacements when available.

o Maintains security of the receiving area.

o Maintains, adds new, archives, and completes annual review for updates of MSDS documents.

· Manages relationships with all key suppliers.

o Negotiates best pricing wherever possible.

o Utilizes vendors who are GPO members.

o Performs periodic vendor background screening including OIG with submission of documents to the Administrator.

o Ensuring sales reps provide receipts for implants and other materials provided on day of surgery and enters PO in inventory system same day.

o Research specialized supplies and equipment requested by the Medical Staff and approved by the governing body to ensure high quality supplies and best available pricing.

o Meets with vendor representatives to review new items available and pricing changes.

· Ensures quality, completeness, and accuracy of inventory record systems.

o Ensures preference cards are up-to-date and accurate.

o Ensure cases are depleted accurately and in a timely manner.

o Assists billing team with submitting implant invoices to payors (IPG, Workers Comp, etc.) when appropriate.

o Maintains all relevant materials logs including equipment logs, linen logs, implant logs, etc.

o Maintains records of current warranties and preventive maintenance requirements and contracts.

o Maintains supplies and records for bio-hazardous waste management.

· Reviews surgery schedule to ensure inventory and equipment required are in place.

o Reviews surgery schedules to anticipate unusually high or low demand for supplies.

o Communicates early with Administrator, Scheduler, and Physicians when cases will need to be delayed due to back-ordered supplies.

o Reports inventory or document discrepancies to Administrator and Business Office Manager for Compliance investigation.

· Manages the Accounts Payable process.

o Reviews all invoices for accuracy by completing three-way match of purchase order, packing slip, and invoices electronically in the inventory management system, and resolves any discrepancies before invoices are sent for payment.

o Ensures all invoices (supply and non-supply) are posted into the Accounts Payable system in a timely manner.

o Ensures all invoices are posted to the correct General Ledger expense codes.

o Reconciles vendor statements to ensure all invoices and credits have been received and posted into the Accounts Payable system.

· Manages and leads bi-annual inventory counts.

o Ensuring all items are counted and recorded in the electronic inventory management system by staff.

o Ensuring system pricing is accurate and inventory is valued according to first-in-first-out (FIFO) method.

o Ensuring inventory held on consignment at the Facility is appropriately marked and excluded from the final inventory value.

o Reviewing final inventory report and value for accuracy, completeness, and reasonableness.

· Maintains and promotes professional competence through continuing education and other learning experiences.

· Contributes to the progress and development of the approved Quality Management Program.

· Performs other duties as assigned.

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

EDUCATION, EXPERIENCE, and TRAINING:

· 1 to 3 years general work experience required.

· Four-year college degree (preferred), or high school diploma or GED with equivalent years of materials-management experience, required.

· Computer experience required.

· Working knowledge of medical terminology, preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

· BLS

COMPUTER SKILLS:

· Excellent computer skills in Microsoft Office suite, particularly with Excel/spreadsheets required.

· Experience with HST, or similar Practice Management software, preferred.

· Experience with ENVI, or similar Inventory Management software, preferred.

· Experience with Bill.com, or similar Accounts Payable software, preferred.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Benefits:

• Employee assistance program

Schedule:

• Monday to Friday

Work Location: In person