Instrument Tracking Coordinator

Job Title

Position at Norwalk Hospital Association Full-Time 40 hours Hours are from 8 a.m. to 4:30 p.m., Monday through Friday. It may be necessary to work weekends or stay late during the week to meet the needs of the department's special projects.

Northwell is the largest not-for-profit health system in the Northeast, serving residents of New York and Connecticut with 28 hospitals, more than 1,000 outpatient facilities, 22,000 nurses and over 20,000 physicians. Northwell cares for more than three million people annually in the New York metro area, including Long Island, the Hudson Valley, Connecticut and beyond, thanks to philanthropic support from our communities. Northwell is New York State's largest private employer with over 104,000 employees including members of Northwell Health Physician Partners who are working to change health care for the better.

Applicants for this position needs to have a deep understanding of sterile techniques, sterilization assurance, and surgical instrument types. Proficiency with instrument tracking software and strong, high-level computer skills. He or she will manage the life cycle of surgical instruments, including procurement, repairs, and tracking repairs or loaner trays. Acts as a "super user" for tracking software (SPM), maintaining database accuracy, updating count sheets, and managing instrument photos. Ensure all instruments are sterilized and maintained according to industry standards, supporting the SPD and surgical team, and enhancing patient safety. Coordinates with sterile processing, operating room staff, and external vendors to ensure timely delivery and availability of instruments and equipment. Act as a preceptor in the orientation, training, and evaluation of new staff, clinical students, and volunteers.

Position Summary Provide support and coordination regarding instrument management functions to include purchasing, inventory, repair and maintenance and tracking system maintenance. This individual must also ensure a collaborative working relationship with the customer and manage instrumentation for multiple departments.

Duties:

• Responsible for managing to customer budget related to instruments. Ensures solid communications related to budget adherence to customer requirements. Includes proposing budget modifications to customer for inventory replacements and additional inventory needs.
• Manages instrumentation, device, and product purchasing and inventory. Inventory up to 3M instruments and thousands of sets. Manages missing instrument, device, and product processes. Orders instruments and products as needed. Identifies reasons for missing instruments and implements process improvements to reduce missing item. Manages customer inventory. Maintains a par level of backup inventory necessary for replacement of missing and broken instruments. Cross references instruments between different manufacturers when necessary.
• Manages instrument and device repair and maintenance program. Implementing and maintaining instrument and device tracking for items sent out for repair to ensure efficient follow-up and knowledge of the status of repairs, outstanding purchase approvals and status spreadsheets. Ensure that instrument sets are regularly rotated for inspection and refurbishment. Ensures instrument/device repairs and maintenance are managed to control operating expense while meeting the surgical demands. Ensure process is in place to return repaired or new instruments/devices to the correct location, tray, or staff members in a timely manner. Ensure work instructions are developed for all activities within the instrument/device repair and maintenance program. Develop proper and timely communication channels so that CS and Perioperative department are aware of repair and maintenance status. Receive and send out instruments/devices requiring repair and maintenance and work with vendors to ensure quality work is being performed. Performs Proactive Maintenance Inspections for all surgical devices. Performs Care & Handling in-services for OR and SPD/CSS staff as needed.
• Provides on-site support and communication to assigned facilities with a focus on efforts to provide cost savings to the hospital by ensuring all surgical tools are functioning properly for their intended purpose.
• Collaborates with the System administrator, Director of Perioperative, OR team, Perioperative team, leaders/coordinators, and SPD manager to plan and implement updates to count sheets, preference cards, tray reconfigurations, and inventory lists. Will also collaborate with managers to review and reset appropriate care and handling processes.
• Maintains and updates instrument Tracking System (when applicable/assigned) Act as instrument management system "super user" able to maintain the system data, troubleshoot, and train others in its use. Develop and modify instrument count sheets and modify count sheets as needed for new/replacement instruments or other requested changes. Research and maintain accurate cleaning and sterilization instructions attached to instrument sets in the system. Add and maintain instrument and set photos in the system. Act as gatekeeper of the system by approving and adding new users and giving only necessary access. Provide training to required staff on system functionality and usage. Develop work instructions on the use of the system and assist in training and compliance with such work instructions. Provide expertise and knowledge in all aspects of the system's functionality. Maintain system data accurately and timely.
• Manages and maintains required sterilization assurance materials and supplies for departmental needs.
• Documents daily cost savings initiatives, with total monies saved, and reports potential barriers to implementation.
• Communicates daily with the SPD Manager and support teams to ensure customer needs are met daily and any issues are resolved promptly.

Education: HS GRAD/EQUIVALENT

Required: Surgical Tech certification. OR experience. Associates degree or equivalent education/experience of 5 years with surgical instruments. Knowledge of instrument tracking software such as SPM. Customer service experience. Certified Instrument Specialist through Healthcare Sterile Processing Association (HSPA) or Certification Board for Sterile Processing and Distribution (CBSPD).