Central Supply Manager

Description

Job Title: Central Supply Manager

Reports to: Chief Clinical Officer

 Department: Central Supply

FLSA Status: Non-exempt

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

SUMMARY OF RESPONSIBILITIES

The Central Supply Manager is responsible for the effective operation of the hospital’s central supply functions, including purchasing coordination, receiving, inventory control, storage, distribution, and availability of supplies and equipment throughout the organization. The position oversees and/or performs courier services and patient transport, ensuring items and patients are transported safely, promptly, and professionally.

The Central Supply Manager works closely with clinical and administrative departments to maintain appropriate supply levels, minimize waste, support cost-effective purchasing practices, and ensure departments have the materials necessary for safe and efficient patient care.

ESSENTIAL JOB FUNCTIONS

Central Supply & Inventory

• Manage the day-to-day operations of Central Supply.
• Maintain appropriate inventory levels of medical, clinical, office, and other departmental supplies.
• Monitor supply usage, expiration dates, stock levels, and backorders.
• Receive, inspect, organize, store, and distribute supplies and equipment.
• Establish and maintain appropriate par levels and inventory control processes.
• Coordinate ordering and purchasing activities with approved vendors and departments.
• Assist with evaluating product substitutions, pricing, availability, and supply shortages.
• Maintain accurate purchasing, receiving, inventory, and distribution records.
• Work with departments to identify supply needs and resolve availability issues.
• Promote cost-effective utilization of supplies and assist in reducing unnecessary waste.
• Maintain Central Supply areas in a clean, organized, safe, and secure manner.
• Participate in inventory counts, audits, and other supply-management activities as required.

Courier Services

• Coordinate and/or perform courier services for the organization.
• Pick up and deliver supplies, documents, mail, specimens, equipment, medications, or other approved items as assigned and permitted by organizational policy.
• Maintain appropriate confidentiality, security, and chain-of-custody practices when transporting sensitive materials.
• Ensure courier activities are completed safely and within established timeframes.
• Maintain hospital vehicles and/or transportation equipment in a clean and safe condition and report maintenance or safety concerns promptly.

Patient Transport

• Provide safe and courteous transportation for Swing Bed patients to and from scheduled medical appointments and other authorized healthcare services.
• Coordinate transportation schedules with nursing staff and other appropriate departments to ensure patients arrive at appointments timely.
• Assist patients with entering and exiting the vehicle and with wheelchairs or other mobility equipment, within the employee’s training and established hospital procedures.
• Ensure patients are safely secured during transportation and follow all applicable vehicle and passenger safety requirements.
• Maintain patient privacy, dignity, and confidentiality throughout transport.
• Safeguard and appropriately deliver any paperwork, records, or other materials accompanying the patient.
• Communicate transportation delays, concerns, or changes in the patient’s condition promptly to appropriate clinical staff.
• Maintain assigned hospital vehicles in a clean and safe condition and promptly report maintenance or safety concerns.
• Maintain required transportation logs and documentation in accordance with hospital policy.
• Follow all LCHD policies related to patient transportation, infection prevention, confidentiality, and vehicle operation.

Management & Compliance

• Supervise, train, schedule, and provide day-to-day direction to assigned staff.
• Establish efficient workflows and ensure timely completion of department responsibilities.
• Ensure compliance with hospital policies, safety requirements, infection prevention practices, and applicable regulatory requirements.
• Maintain appropriate documentation and records for departmental operations.
• Participate in emergency preparedness activities and assist with obtaining and distributing supplies during emergency situations.
• Maintain confidentiality of patient, employee, financial, and organizational information.
• Perform other duties as assigned.

Requirements

KNOWLEDGE AND ABILITY

• Knowledge of inventory control, purchasing, receiving, and supply distribution practices.
• Strong organizational and time-management skills.
• Ability to prioritize multiple departmental needs.
• Ability to maintain accurate inventory and purchasing records.
• Effective communication and customer-service skills.
• Ability to work effectively with clinical, administrative, and support departments.
• Ability to maintain confidentiality and appropriately handle protected health information.
• Basic computer skills and ability to use inventory, purchasing, and Microsoft Office applications as required.
• Ability to safely operate hospital transportation equipment and vehicles, when applicable.

EDUCATION AND EXPERIENCE

Education: High school diploma or equivalent required. Associate degree in business, healthcare, supply chain management, or related field preferred.

Experience: Previous experience in healthcare supply management, purchasing, inventory control, materials management, logistics, or a related field preferred. Supervisory experience preferred.

Licensure/Certification:

• Valid driver's license required when operating an organization vehicle.
• Must meet organizational requirements for driving privileges and vehicle operation.
• BLS certification may be required based on patient transport responsibilities and hospital policy.

PERSONAL AND PUBLIC CONTACT

The Central Supply Manager will have personal contact with all levels of staff, patients, visitors, and government agencies.

PHYSICAL/MENTAL CONDITIONS

The Central Supply Manager must be able to lift up to and over 50 lbs., move, and transfer resident as needed (10%). The position requires bending (10%), stooping (10%), crouching (10%), walking (30%), pushing (10%), pulling (10%), and the ability to climb at least 8 flights of stairs. The physical demands of the position are frequently extreme and require the highest level of concern for personal and resident safety. May occasionally be subject to physically or mentally violent residents. There will be some disagreeable odors, blood borne, and air borne pathogens present. Senses must be intact or correctable to acceptable levels and be mentally alert.

EQUIPMENT USED

The Central Supply will use the following equipment: various medical equipment utilized in the care of patients, computer and various computer programs, copy machine, fax machine, and telephone usage.

OSHA TASK CATEGORY II

Tasks that involve little exposure to blood, body fluids, or tissues.

COMPLIANCE

Responsible for abiding by all policies and procedures to include the Code of Ethics and the principles and standards set forth for conducting business and affairs.

Health Insurance Portability and Accountability Act of 1996 (HIPAA)

The Central Supply will be responsible for abiding by all policies and procedures relating to HIPAA.