Billings Clinic Distribution Technician in Billings, Montana
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Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.
We provide a comprehensive and competitive benefits package to all full-time employees (minimum of 24 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more. Click here for more information or download the 2021 Employee Benefits Guide.
Magnet: Commitment to Nursing Excellence
Billings Clinic is proud to be recognized for nursing excellence as a Magnet®-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years. Click here to learn more!
SUPPLY CHAIN OPERATIONS (Billings Clinic Main Campus)
Schedule: M-F, 7am-3:30pm
Employment Status: Full-Time (.75 or greater)
Hours per Pay Period: 1.00 = 80 hours (Non-Exempt)
Starting Wage DOE: 15.00 - 16.30
Supply Chain Operations Technicians are responsible for representing all departments of Billings Clinic in a dynamic fast paced environment where change is the norm, not the exception. They take pride and ownership in providing exceptional customer service. Primary duties include, but are not limited to; shipping and receiving, handling inventory, filling stock orders and delivering stock and non-stock supplies (including but not limited to medications, needles, sharps, blades, solutions, etc) data entry, computer and telephone usage, quality control inspections, delivery of mail, lab specimens and medical records as needed for patient care, and training and orientation of newly assigned staff members. This position will rotate through the entire job functions listed below and will perform clerical and administrative tasks to as needed for support of the department and the organization.
Essential Job Functions
Supports and models behaviors consistent with the mission and philosophy of Billings Clinic and department/service.
Counts and refills supplies (including but not limited to medications, needles, sharps, blades, solutions, etc) from predetermined par levels. Refills supplies from a systems generated request to the predetermined par level.
Utilizes computer information systems for look-ups of on-hand quantities, unit of issue, catalog numbers, entering counts for par refills to produce pick lists and for location of supplies within the warehouse. Utilizes web based software and Microsoft office software.
Receives items to be shipped out making sure the proper paperwork is with the product and that the item has been properly packaged to ensure no damage in shipping. Must maintain knowledge of packing and shipping requirements for hazardous materials.
Utilizes FedEx and UPS computers for proper shipping labels and addressing.
Coordinates palletized shipments that must be shipped by truck to ensure the best trucking rates.
Receives and unpacks shipments and checks packing list against the shipment and purchase order. Assures that quantities received match quantities recorded on the purchase order. Signs off on all incoming shipments. Responsible for receiving, packing and inspection of supplies and verification of information on the invoices and shipping notices are accurate for all products received in the warehouse including product, quantity, unit conversion and catalog number. Enters purchase orders received and quantities received in order to ensure accuracy of on hands inventory. Reports all discrepancies to the Lead or Coordinator and the purchasing agent responsible for the purchase order.
Inspects all products to ensure against damage and shortages/overages. Works closely with purchasing regarding discrepancy reports, quanti ty ordered against quantity received, wrong catalogue numbers, conditions of shipments received, and damage reports.
Works closely with Purchasing and Accounting Departments regarding questions about product arrival, quantities and purchase order clarifications.
Verifies receipt notification to product, quantity, unit conversion and catalog number. Stocks and stores supplies from predetermined par levels in appropriate designated areas within the warehouse. Marks products with labels reflecting appropriate charge codes. Maintains stock area in a neat and orderly manner. Rearranges and rotates stock for orderly and timely usage of dated materials. Reports discrepancies to the Lead/Coordinator.
Reviews information on supply requisitions verifying required information is listed including description, quantity, department name and cost center and who is ordering. Picks and assembles orders, verifying and accounting for products and transactions. Processes credits for returned merchandise at the time it is received to ensure the on-hands quantities in the warehouse are correct for reorders. Reports any discrepancies or problems to Lead Supply Chain Operations Technician or Supply Chain Operations Coordinator.
Assembles and distributes routine receiving documents. Maintains daily pick-up/delivery records and weekly operational reports. Inputs entries into the Supply Chain Operations information system.
Delivers supplies and equipment to all departments according to procedures and obtains signatures for proof of delivery. Delivers and retrieves rental equipment from outside agencies.
Coordinates customer service relation issues between Distribution and Billings Clinic departments. Receives and dispatches routine and STAT calls for supplies, equipment, courier services. Responsible to investigate problem scenarios and make recommendations for corrective action.
Coordinates da ily work assignments of Supply Chain Operations Technicians to ensure appropriate coverage for all work areas/functions. Reports staff absences and/or shortages to Lead Supply Chain Operations Technician and/or Supply Chain Operations Coordinator.
Reviews and verifies completeness of information on supply requisitions before entering into the computer system for pick lists (i.e., department name, department account number, product description, quantity ordered, unit of issue, authorized signatures, etc.).
Enters data from completed pick lists and requisitions to account for relief inventory of distributed products.
Enters data from returned merchandise/products to ensure correct accounting of on hands inventory.
Works closely with the OR Supply Chain Specialist to ensure product availability for scheduled surgeries.
Maintain product knowledge of surgery non-stock and stock reporting items in order to coordinate purchases with OR, purchasing, Lead Su pply Chain Operations Tech and/or Coordinator as appropriate.
Periodically performs quality control checks to verify the accuracy of the Supply Chain Operations information management system as compared to actual product on hand. Makes recommendations for changes in par levels for supplies and linen to the Lead Technician or Coordinator.
Determines needs for supply replacement from predetermined established inventory levels. Notifies Lead Supply Chain Operations Technician of critical stock balances.
Utilizes computer information systems for look-ups of on-hand quantities, unit of issue, catalog numbers, entering requisitions and purchase orders, entering counts for par refills to produce pick lists and for location of supplies within the warehouse.
Receives, distributes and stores reusable equipment managed by Supply Chain Operations Department (i.e., IV pumps, PCA pumps, Plum pumps, Excels, rental beds, etc.). Monitors equipmen t inventories and ensures adequate supplies to meet business needs.
Cleans, disinfects and prepares equipment for use following standardized procedures utilizing proper disinfectants and in accordance with infection control guidelines.
Examines equipment for defects and reports observed defects to Bio-Medical Department.
Makes rounds to all patient rooms and equipment locations to scan the equipment for accurate record of all equipment locations. Utilizes scanners at patient bed side to record patient name and room number and equipment ordered to ensure correct patient charges are submitted. Transports equipment to and from the various inpatient hospital units as needed.
Performs data entry of charges for rental equipment and pumps into the patient billing system.
Cleans shelves in the warehouse using proper infection control procedures on a monthly basis.
Keeps work area free of obstacles and clean of paper and boxes by crushing and/or baling b oxes.
Sweeps the floors daily or as needed.
Inspects assigned sections and/or aisles within the warehouse for products that are outdated or are nearing their expiration dates ensuring that no outdated product is issued.
Performs all of the duties of a Supply Chain Operations Technician as needed to maintain production levels and meet customer/business needs.
Participates in the orientation and training of staff. Coordinates closely with the Lead Supply Chain Operations Technician and/or Coordinator regarding any orientation/training issues. Acts as a resource to other Supply Chain Operations Technician staff assisting with questions and problem resolution.
Utilizes performance improvement principles to assess and improve quality. Assists the Lead Supply Chain Operations Technician in maintaining all quality control standards in the distribution section. Performs studies and/or inspections and prepares reports as requ ested.
Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.
Maintains competency in all organizational, departmental and outside agency environmental, employee or patient safety standards relevant to job performance. 3
Performs other duties as assigned or needed to meet the needs of the department/organization including rotations through all shifts to ensure continuity of services within the department. Floats to areas of need to ensure proficiency of skills and continuity of service needs within the department.
•Lead Supply Chain Operations Technician
Provides continuity of operations in the absence of the Supply Chain Operations Coordinator/Manager. Responsible for providing direction while overseeing activities associated with the day-to-day operations of supply chain operations functions. Prepares work schedules and gives daily assignments to ensure all required tasks are completed. Acts as a liaison with other departmental staff concerning supply issues. Provides advice concerning logistical support and product flow. Participates in Billings Clinic committees as appropriate (i.e., Product Standards Committee).
Acts as a resource to staff responding to procedural questions and assistance with problem resolution. Performs training and orientation for new and existing Supply Chain Operations Technicians I & II. Evaluates employee knowledge and ability to perform work in relationship to training needs.
Provides documented input and feedback for disciplinary and performance appraisal processes.
Responsible to ensure the highest possible level of customer service, staff adherence to established policies and procedures and maximizes productivity levels. Maintains par count sheets, courier routes and outlines of daily job responsibilities. Performs quality control audits checking on order fills, order deliveries, courier runs and routes and linen deliveries. Conducts studies and/or inspections to facilitate statistical analysis of employee performance, with all numbers and outcomes reported to the Supply Chain Operations Coordinator/Manager. Maintains computer application or system files that impact the warehouse issued patient chargeable goods and/or patient charge capture. Responsible for maintaining master files, troubleshooting problem scenarios. Coordinates with Information Services in the design, update, scheduling of upgrades and problem resolution of information systems utilized by Supply Chain Operations.
Conducts perpetual inventory counts performing cycle counts, audits on daily issues, researching and monitoring inventory reporting and discrepancies, coordinating with Purchasing to correct on-hand stock as needed. Conducts complete cycle count inventory on all stock twice per year as directed by the Supply Chain Operations Coordinator/Manager. Determines quantities for floor par and w arehouse stocks. Recommends standardization of warehouse stock items and other cost containment issues.
Reviews invoices and billing for laundry services, ensuring accuracy. Prepares departmental linen service billings. Monitors distribution activities and utilizes performance improvement principles to assess and improve quality.
Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.
Maintains competency in all organizational, departmental and outside agency environmental, employee or patient safety standards relevant to job performance.
Knowledge, Skills, and Abilities
• Billings Clinic policy and procedures, both organizational and departmental
• Billings Clinic Code of Business Conduct
• Billings Clinic Corporate Compliance Program
• Personal computers, hardware and software
• Microsoft Office programs (i.e., Windows, Outlook, and Excel) and web based software
• HIPAA and confidentiality requirements
• Health care supply practices
• Customer service techniques and Personal Service Excellence (PSE) skills
• Infection control practices and procedures, safety and hazardous materials policies and procedures
• Shipping requirements and rates (i.e., Fed X, UPS and trucking)
• Billings Clinic safety and hazardous material polices and procedures
• Leadership and teamwork skills
• Forklift equipment and operation
• Professional communication skills, both verbal and written
2022; Following verbal and written instructions
• Organizing and stocking supplies and materials from a variety of sources and arrange in a logical order
• Mathematics to perform basic calculations
• Basic typing and data entry skills
• Telephone and customer service techniques and etiquette
• Performing computer searches
• Utilizing Microsoft Office programs (i.e., Windows, Outlook, Excel)
• Developing and maintaining knowledge base of products
• Forklift equipment and operation
• Incorporate population specific needs into all aspects of communication and patient care; scope of services provided will encompass age groups from infant through geriatric
• Communicate clearly and effectively, both verbal and written
• Establish and maintain collaborative relationships
• Read and compare numbers and words accurately
• Operate a variety of materia ls handling equipment effectively and safely
• Operate office equipment
• Operate manual or automatic transmission automobiles in all types of weather conditions
• Frequent lifting of 50 pounds
• Complexity & Difficulty
Failure to deliver correct stock amounts to nursing areas could cause shortages of products needed for patient care and impact the quality of patient care
• Incorrect counting when picking orders could cause data entry errors and incorrect on-hand stock balances which could result in incorrect reorders
• Failure to place correct charge labels on assigned products could result in incorrect patient charges, which could result in patient dissatisfaction with Billings Clinic service and/or lost revenue
• Data entry inaccuracies can cause serious stock outs or cause over ordering of supplies. This has a direct impact to patient care, expenses and the reliability of essential management inf ormation.
• Failure to complete pick-up rounds for contract service locations could result in loss of laboratory service contracts and revenue, patient/customer satisfaction and impact the quality of patient care.
• Failure to adhere to established sterilization and decontamination procedures could negatively impact the safety of Billings Clinic employees and the quality of patient care.
• Supply Chain Operations Technicians must rotate through all of the various functional job areas to ensure complete knowledge base is maintained and to ensure continuity of services within the department/organization.
• Duties include contact and handling medical supplies and equipment including, but not limited to non- narcotic medications, needles, sharps, blades, solutions, etc.
High School or GED
• Or an equivalent combination of education and experience relating to the above tasks, knowledge, skills and abilities will be considered
• High school graduate or equivalent
• Prior warehousing, distribution, shipping and receiving or data entry experience is preferable
• Trained in the following technical areas:
• Shipping and Receiving
• Freight Stocking
• Data entry and retrieval with the MMIS
• Counts and refills supply par levels
• Processes requisitions
• Performs quality control checks to verify accuracy of on hand levels
• Performs outdate checks
• Shelf cleaning
• Answering phones, process transfers and/or take messages
• Entry level position requires approximately six (6) months of training to acquire basic knowledge levels and gain proficiency and detailed knowledge of the SCO Distribution operations, Materials Managemen t Information System (MMIS) and Omnicell/Optiflex units
Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more at www.billingsclinic.com/aboutus
Billings Clinic is committed to being an inclusive andwelcoming employer, that strives to be kind, safe, and courageous in all we do.As an equal opportunity employer, our policies and processes are designed toachieve fair and equitable treatment of all employees and job applicants. Allemployees and job applicants will be provided the same treatment in all aspectsof the employment relationship, regardless of race, color, religion, sex,gender identity and expression, sexual orientation, pregnancy and familystatus, national origin, spoken language, neurodiversity, age, and/or disability.To ensure we provide an accessible candidate experience for prospectiveemployees, please let us know if you need any accommodations during therecruitment process.