Materials Coordinator - Townsen Memorial Hospital

The Materials Coordinator is responsible for ensuring that the facility is properly stocked with all supplies by implementing,
measuring, and directing supply chain activities within the operating room/surgical services. The Materials Coordinator is
primarily responsible for supporting OR operations through inventory management and fostering a collaborative
environment between the supply chain and the clinical surgical services team members. In addition, this position will perform charge capture functions such as entering and reconciling clinical, surgical, and/or diagnostic charges, ensuring charges are entered timely, accurately and are supported by clinical documentation.

ESSENTIAL FUNCTIONS:

Materials Coordinator
• Lead the facility's operating room needs to include requisitioning, inventory controls, instrument acquisition, and
supply optimization
• Effectively cultivates relationships with physicians, clinicians and hospital vendors
• Sources vendors and products to locate specialized equipment, supplies and services as requested by the
medical staff and approved by the administration team
• Coordinates the placement of purchase orders in a timely manner when requisitioned by various departments
• Continually communicates with the Operating Room Manager/Team Lead regarding special procedure
requirements and works with the clinical staff in various departments to establish appropriate Min/Max Inventory
Levels for all supplies
• Verifies accurate pricing when orders are placed and confirms that accurate pricing is reflected on the
corresponding invoice; works in collaboration with accounting to ensure correctly priced invoices are paid and
others with discrepancies are corrected timely
• Verifies that packing slips and purchase orders have been reconciled according to policy and addresses any
discrepancies with the vendor in a timely fashion
• Proactively reviews schedules and patient census to foresee any unusual high or low demand of supplies and
orders accordingly
• Reviews files and records regarding orders and back orders at specific intervals to ensure timely delivery and to
determine delays, making product end users aware of same
• Monitors and compares supply prices and demonstrates an understanding of how cost-effective purchasing
choices can affect the facility's financial bottom line; searches at regularly intervals the best priced items and
possible need to make vendor changes
• Record and assess all materials quality, movement, and expenditure; ensures all equipment/instruments that
leave the facility are logged and properly returned timely
• Prepare and file detailed records on procurement activity, quantity, and vendors


• Maintains files in accordance with Hospital Policy and Procedures
• Maintains records of warranties and contracts with vendors
• Maintains supplies and records for bio-hazardous waste management
• Performs other related duties as assigned to support the hospital
Charge Capture
• Ensures the accurate data entry of patient demographics to enable timely reimbursement.
• Receive and review charge entry data.
• Accurately and efficiently enter charges and adjustments.
• Apply inventory item adjustments in Meditech system.
• Inform supervisor of consistent issues when identified.
• Communicate with billing for supplies needing charge amounts.
• Keep current on informational changes in billing procedures.
• Capture charges for the Perioperative departments, working through documentation, and ensuring that orders are
accurate and ready for submittal.
• Assigns appropriate billing codes for an acute care, periop, or outpatient unit(s), clinic(s) or medical office(s).
• Evaluates medical records, provider notes and dictation to determine appropriate procedure codes to assign to
patient records and bills.
• Uses coding software and Charge Description Master (CDM) to create billings and charges for insurers,
government agencies and other payors.
• Reviews patient records, dictated report(s), and physician/provider notes.
• Performs audits to discover areas for corrections.
• Identifies opportunities for improvement in clinical documentation and shares that information with the appropriate
staff.
• Works with other point of service charging/coding staff to maintain consistency in practice.

KNOWLEDGE, SKILLS, AND ABILITIES:
• Demonstrates knowledge of appropriate vendors from whom to obtain requested equipment and supplies
• Ability to operate 10-key numerical pad by touch.

EDUCATION AND EXPERIENCE:
• High School Diploma or GED
• Six (6) months in materials management in the Operating Room or Surgical Services
• BLS certified or must complete certification within 90-days of hire
• Typing skills 30-45wpm