Inventory Systems Admin - Surgical Services

Company Name:
Kaiser Permanente
The Surgical and Inventory Systems Administrator supports surgical services in the Kaiser Permanente Northwest region (Oregon and Southwest Washington) by keeping physician preferences and surgical inventory systems accurate and up-to-date. Utilizes information systems (EPIC, OpTime, SPM, UniteOR) to record, track, and update surgeon preferences, surgical instruments, trays, sets, equipment, and supplies for operating rooms in the region. Coordinates efforts between multiple departments to ensure seamless integration of systems and processes. Provides reporting, feedback, and training to clinicians and management to optimize inventory databases and maintain user proficiency. Champions regional efforts to standardize instruments, trays, products, and procedures to ensure better outcomes for KP members and streamline existing databases.
Essential Functions:
Manages Surgical Services inventory databases and preference card libraries by managing individual-level and global changes. Performs quality assurance and audits changes made by users to EPIC, SPM, and UniteOR. Creates and maintains a standard nomenclature within and across all three systems. Ensures integration and consistency with other databases and systems such as OneLink. Ensures alignment with national and regional policies, and participates in the creation, editing, and maintenance of policies affecting surgical inventory management.
Acts as a liaison between multiple departments (Operating Rooms, Sterile Processing, Materials, Sourcing, IT, Informatics, and the physicians' group) by providing a central point of contact for all system users. Provides feedback to IT regarding quality issues with the business application of system resources. Facilitates joint meetings between departments as necessary to support inventory database maintenance. Manages communication of database changes to multiple departments as needed.
Acts as a superuser for Surgical Services inventory databases by training and controlling access to system users. Provides feedback to users and management regarding quality of data inputs, and develops and maintains user guides and aides. Assists in developing business specifications and process flows. Develops curriculum and provides feedback and course content for classes attended by new system users.
Leads ongoing efforts to standardize preference cards and tray recipes across the region by performing comparison analysis of existing cards for similar procedures across providers and locations, and making recommendations to surgical leads and physicians for standardization opportunities. Works with physician champions to drive standardization processes. Performs comparison analysis on existing trays and sets and makes recommendations to surgical and sterile processing leads for standardization opportunities.
Provides information analysis by conducting analyses of data and making recommendations to departments based on report findings, Provides departments with reporting on preference cards, instrumentation, trays, sets, and other inventory items. Develops and maintains dashboards and scorecards related to preference card use and surgical inventory management for operations.
Supports and participates in ongoing strategic initiatives to manage surgical inventories by participating in project teams to develop and enhance business systems.
Basic Qualifications:
Minimum five (5) years of experience working with surgical inventory, including instrumentation, equipment, and supplies.
Minimum two (2) years of experience working with databases, including data input and data integrity management.
Minimum two (2) years documented experience leading and managing projects.
Bachelor's degree in healthcare, business, or IT, OR an additional four (4) years of experience in a directly related field.
High School Diploma or General Education Development (GED) required.
License, Certification, Registration
Additional Requirements:
Project management, consulting, and leadership skills.
Working knowledge of data and database management.
Data analysis skills and knowledge base.
Working knowledge of surgical instrumentation, trays, sets, and equipment and associated inventory management software.
Working knowledge of physician preference tracking and preference card systems.
Ability to confidently and comfortably work with managers and staff across the entire organization.
Excellent written, verbal, and interpersonal communication skills and proven ability to communicate with large groups of stakeholders.
Proven ability to plan, prioritize and deliver within constrained timeline and to manage rapidly changing priorities.
Proficient computer skills of Microsoft Office products (Visio, Word, Excel, and PowerPoint).
Self-starter, highly motivated and accurate and detailed in performance of work responsibilities/tasks.
Strong organizational and time management skills.
Exceptional customer service orientation.
Preferred Qualifications:
Minimum two (2) years of experience working within an operating room setting or within a sterile processing department.
Experience maintaining a preference card system for a large, multi-facility system.
Master's degree in healthcare, business, or IT OR six (6)years of experience in a directly related field.
Advanced data analysis and report-writing skills.
COMPANY Kaiser Permanente
TITLE Inventory Systems Admin - Surgical Services
LOCATION Clackamas, OR

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