"Health Center Operations Coordinator"

POSITION DESCRIPTION

Responsible for coordinating the ordering and distribution of medical and office supplies at health center sites, stocking supply closets and exam rooms, maintaining inventory, tracking expiration dates, processing invoices, restocking exam rooms between appointments, and assisting students and physicians with supplies and equipment as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for ordering adequate medical and office supplies and overseeing their distribution in health centers.
• Responsible for VFC Vaccine program compliance and maintenance of vaccine inventory. Duties include frequent reporting and meeting attendance. Acts as VFC Data Steward. Verifies vaccine billing codes, reconciles supply against billing reports, and verifies records for accuracy. Assists in implementation of all new vaccines to clinical workflows. Stays current on required trainings set by program. Participates in VFC audits and site visits and acts as Super User in the state’s ALERT IIS system. Uses EPIC EHR system to verify patient immunization data.
• Assists in coordinating room and facility cleanliness with Janitorial Team.
• Maintain supply stock in supply closets and keep track of medical equipment.
• Inventory linen on a daily basis and track usage on linen count log to estimate weekly linen order. Stock linen as needed according to the week’s scheduled appointments. Order linens and coordinate delivery, including arranging alternate delivery when clinic is closed. Uses EPIC EHR software to track and forecast clinic order needs.
• On a daily basis, prepare clinic autoclave equipment according to current health and safety standards. Autoclave any instruments.
• Respond to all Ops Request emails in a timely manner.
• Receive and respond to all Community Health Centers’ supply requests, restocking items in specified areas, and routing returned paperwork to appropriate departments.
• Re-stocks comprehensively all exam rooms following the current schedule based on the term shift schedule: ND/Phys Med/Hydro/Colpo/Minor Surgery rooms 1 time/week, CCM rooms 2 times/week, IV lounges after each shift. Ensure that enough supplies are present to go from one re-stocking to the next.
• Empty biohazard containers as needed and restock all PPE and Cavi-Wipes.
• Coordinate maintenance or replacement of all equipment by contacting vendors, getting price quotes, and scheduling maintenance or replacement as approved. Order and restock all disposable items needed for use with each piece of equipment. Perform any routine maintenance required for pieces of equipment such as fresh water in hydrocollators and monthly autoclave cleaning and spore testing.
• Orient students and providers to supply stores. Provide support for students and provider questions. Coordinate with other departments to source answers and solutions as needed.
• Maintain health centers’ conference rooms; restock office supplies; replace books, restock PPE, post daily/weekly/monthly notices.
• Maintain IV inventory; routinely price check supplies and monitor for supply chain issues. Coordinate IV ordering with providers as needed. Communicate with providers when manufacturer or FDA changes will affect inventory. Monitor and track all IV supplies for expiration. Maintain IV logbook.
• Maintains written SOPs, ordering data sheets, and supply databases. Checks for accuracy and updates
• Develop solutions to equipment problems, supply shortages, scheduling conflicts
• Processes invoices. Routes all signed invoices for supplies to the Business Office for payment
• Acts as Operations Lead. Coordinates and trains Ops Support staff and other health centers staff or operations work study students in assigned tasks, including room stocking, autoclave and room cleaning. Leads special projects as needed.

EDUCATION/EXPERIENCE

Associate's degree (A. A.) or equivalent from two-year college or technical school and 2 or more years of medical office/environment experience, or equivalent combination of education and experience, required;
Medical Assistant (M.A.) or Bachelor’s degree (B.A.) from four-year college or university preferred

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of Microsoft Office Suite is required.