Washington Hospital Careers

Division: Materials Management/Purchasing: Operations and Support Division

Job Title:  Central Services Coordinator

Job Code:   15C

Position Summary

The Central Services Coordinator is responsible for the maintenance and quality assurance of the centralized case cart and instrumentation program.  Other duties include monitoring the following areas: case cart item management, departmental decontamination and sterilization procedures, instrument assembly, storage and assembly of case carts for the Operating Room, OB/Operating Room and the Cath Labs.

Performs clerical, inventory control and patient charging functions of the Sterile Processing Department.  Maintains inventory of patient care equipment and supplies. Keeps accurate and timely records of supplies, equipment and pricing information. 

Assists Cardiovascular Materials Coordinator by ordering inventory supplies and entering charges.  Provides back up support for Coordinator on a short term basis or as needed.

In addition to performing the essential functions listed below, may also be assigned other duties as required.

Statement of Accountability

Reports to:  Central Services Manager

Qualifications

• Education
• Licensure
• Work Experience
• Skills/computer/ specific technical

• Other qualifications, miscellaneous

Specify if qualifications are Required or Preferred

Education:

Preferred: Bachelor’s degree in health care administration, business or related area.

Licensure:

Required:  Central Service Certified Certification (CBSPD or IAHCSMM)

Experience: 

Required:  Minimum of 2 year’s experience in Central Service or Operating Room with hospital supply, processing and reprocessing.

Required: Six (6) months recent experience with the use of automated purchasing/inventory and patient charging systems in Materials Management in an acute care setting.                   

Skills:

Required:  Must possess a thorough knowledge of surgical techniques, instruments and equipment

Must have prior experience with instrument tracking (building trays)

Must be able to identify OR supplies so as to coordinate and maintain a case carts and instrumentation tray assembly process.

Must have strong communication, diplomatic, interpersonal and organizational skills.

Essential Job Responsibilities

Achieving Results

Key Components: assess, plan, evaluate, demonstrate initiative, quality of work, productivity

1. Maintains knowledge of the Central Service department; schedules staff and assigns duties in order to assist Central Service Manager
2. Monitors stock levels, reorder points and locations for all Operating Room items held in Central Service area.
3. Assists the Operating Room in maintaining an appropriate instrument inventory to meet their demands; maintains an appropriate instrument inventory in Central to meet the demands of other customers served.
4. Maintains a continuous quality improvement process related to case cart assembly, instrumentation assembly, familiar in instrument tracking system and decontamination/sterilization.
5. Orders and receives supplies needed for inventory.  Stocks the shelves in a timely manner and does daily cycle counts as needed.
6. Tracks orders to prevent back-orders and notifies the Purchasing Office of the need to expedite orders.
7. In conjunction with the Manager, performs all vendor price changes and sends pricing updates to Finance as needed.
8. Processes patient charges.
9. Enters charges from the Cardiac Cath Lab into the Hospital Charge system.  Audits charges for accuracy daily.  Corrects incorrect charges.
10. Charges for pacemaker procedures.
11. Inputs rental charges on a daily basis.
12. Sends broken equipment out for repair.  Maintains records for tracking purposes and familiar with instrument tracking system.
13. Orders and stocks all nonstock supplies for the department and OR.
14. Assists with special projects as required.
15. Performs other related duties as assigned

Demonstrates Skill

Key Components: competency, job knowledge, organizational skills, analytical skill, management of information, employee & patient safety

1. Performs emergency back up for all positions within Central Service
2. Attends committee meetings as required.  Attends at least two related educational programs annually.
3. Responsible for MMIS system item editor maintenance.
4. Prepares month end reports and routes them to appropriate areas Prepares other reports, including daily/weekly/monthly department statistics, as assigned.
5. Archives reports as required.
6. Under the direction of the Manager, updates policy and procedures.
7. Uses all standard office equipment (PC, calculator, copy machines etc) as needed.

Planning & Coordinating

Key Components: delegates, decision making, problem solving, management of resources

1. Plan workflow specifically related to case cart assembly. Instrumentation assembly and official inventory.
2. Assist with the preparation of annual departmental budgets.
3. Coordinates the repair of instrumentation.
4. Ensures that instrument trays are in good working order, as per the guidelines set by the Operating Room and Central Services.
5. Works with assigned Operating Room staff and others to ensure that preference cards are correct and maintained properly.
6. Assists in fiscal year end physical inventory and other inventories as needed or required.
7. Monitors the stock/non-stock orders using the MMIS system.  Monitors the levels of supplies in the department to prevent shortages or overstocking.
8. Produces inventory sheets for scheduled inventories and cycle counts.  Assists in all aspects of physical and cycle count inventories.
9. Maintains an equipment log to track the location of rental equipment.
10. Evaluates the need for additional rental equipment and reports needs to the Manager.
11. Ensures that all rental equipment is returned in a timely manner.
12. Sends OR scopes, cameras and other instruments for repair or exchange
13. Provide in- services for spd staff
14. Trouble shoots with T-Doc support at times when IT not available
15. Maintains daily dash board for spd department

Professionalism

Key Components: dependability, interpersonal skills, teamwork, patient first ethic, customer service, communication skills, punctuality/attendance, receptiveness to criticism, judgment, confidentiality

1. Advises Central Service Manager for compliance with policies, procedures, regulation, standards; take corrective action when needed or assigned.
2. Advises and assists Central Service Manager in establishing and updating polices and procedures for the department.
3. Answers and transfers telephone calls.
4. Demonstrates good judgment when communicating with patients/customers of various age groups by modifying delivery and complexity of information based on age.

Improving the Organization

Key Components: performance improvement, quality initiatives

1. Implements departmental vision while supporting WHHS’ mission.  Coordinates the delivery of optimal, cost effective healthcare services.
2. Participates in improving service by serving on committees or taskforces, collecting data as appropriate and sharing ideas for improvement.
3. Serves on Process Improvement teams as requested.
4. Reports significant quality or risk related problems to the Compliance Department or Risk Management Department
5. Participates in multidisciplinary performance improvement activities.
6. Participates in improving service by serving on committees or task forces, collecting data when appropriate and sharing ideas for improvement.

Self-Development

Key Components: maintain license/certification, education and training

1. Attends committee meeting as required.
2. Attends at least 2 educational programs related to Central Services each year.
3. Maintains membership in various Central Service associations in order to remain current with industry developments and procedures.
4. Seeks to improve performance by participating in self-development activities, in-services and continuing education appropriate to the area of service.

Regulatory Compliance

Key Components: JCAHO, Title 22, OIG, HIPAA, State/Federal laws, hospital policies

1. Ensures that all state, federal etc regulations are followed in   Central Services.
2. Demonstrates awareness of and compliance with patient  safety and regulatory and licensing standards; i.e. JCAHO, Title 22, OSHA, EMTALA, HIPAA and other service specific regulations.

Prepared by:

Krishan Kumar

Title:

Central Services Manager

Date:

12/13/19

Approved by:

Title:

Date:

Personnel Office Review:

Date:

Revised Date:

12/13/19, 6/13/2024

Lifting Objects/Patients

Back Injuries

Hernias

Understand A&P of back, causes of back pain, preventive approaches, use of aids when lifting.

Preventive measures when lifting and use aids when lifting.

Slip/Trip/Falls 

Contusions, Sprains, Strains

Avoid undue speed.  Use handrails.  Clean up spills immediately.

Fires & Natural Disasters

Burns & All Types of Injuries

Recognize possible causes of fires.  Smoking materials, faulty equipment.  Employees should educate patients.  Compressed gasses are flammable & under pressure so must be handled with care.  Workers need to be familiar with disaster plans and know exit routes.

Electrical Hazards

Shocks & Burns

Be aware of unsafe equipment and appliances.  Complete electrical safety education and seek assistance if any unsafe areas are noted.

Assaults

Minor Injury to Death

Employees need to be cognizant to potential dangers to ensure safety.  Awareness of existing security measures and defensive behavior can protect employee from assaults.

Needles & Sharps

Cuts, Punctures, Lacerations

Sharps should be discarded in designated containers.  Employees should exam & handle soiled linens & similar items as if they contained hazardous items.

Obstacles & Broken Objects

Abrasions, Contusions, and Lacerations

Arrange furniture to allow free movement about the room.  Keep doors & drawers closed when not in use.  Clean/discard broken objects properly (i.e. broken glass should be swept up - not picked up with fingers).

Possible Exposures to Infections Hepatitis/Tuberculosis/Cytomegalovirus/Varicella/AIDS/Herpes/Staph Infections, Lice/Scabies/Rubeola

Infection

Use Infection Control procedures as defined in Infection Control manual.  These include hand-washing, protective clothing, knowing the risks.  Label linens and wastes properly.

Possible exposure to acids & other chemicals used within the hospital

Refer to MSDS's

Employees should follow procedures as explained in their department Hazardous Material training and refer to MSDS's before using/handling any chemical.  Follow procedures and do not use any chemical without proper labeling.

Latex

Dermatitis to death

Alert supervisor if you feel that you are allergic to latex materials. Use non-latex gloves for sterile procedures.

Soaps, Detergents, Cleaning Solutions

Dermatitis

Follow Departmental procedures.  Protective clothing is available if Dept. is unable to substitute agents that do not cause dermatitis.

Ergonomic Problems

Wide Variety of Musculoskeletal nervous disorders

Body mechanics, positioning of equipment/furniture, and repetitive actions can cause employees to experience a variety of physical problems.  Employees should follow safe body mechanics as described in hospital education.  Employees are encouraged to seek assistance from their supervisor if they feel a task is causing them to experience physical problems.  Work site evaluation may be indicated and this should be discussed with manager.             

Possible Chemical Exposure

Refer to MSDS's

Employees receive training upon hire and also are expected to review the Chemical Safety Plan yearly.  Employees are expected to follow safe working procedures as instructed.

Possible exposure to radiation

Sterility, Cancer, Shortened Life Expectancy

When appropriate, employees should wear film  badges (they are monitored routinely) and use lead aprons, gloves, or shields.  Identify and appropriately manage radiation therapy patients and their secretions.

Possible Exposure to Chemotherapeutic Agents

Refer to MSDS's

Employees should be aware of procedure for chemo spills.

Exposure to Video Display Terminals

Eye strain & stress in addition to ergonomic complaints

It is unknown if significant visual dysfunction results from long-term use of VDT's.  Problems may be controlled with control of lighting and glare, the color contrast, and workers should have adequately corrected vision.  Employees should seek assistance from their supervisor if they feel VDT is causing problems for them.

Improper use Sterilization Equipment

Burns

Follow procedures and education in the department.

Knives/Sharp Objects

Cuts

Dept. education includes safe handling of knives and equipment.  Employees are expected to follow safe procedures.

Exposure to Chemical Agents

Burns

Irritations

Burns & Irritations

Ammonia solution is frequently used as cleaning agent and the gas is used as a refrigerant.  Gloves should be worn and other precautions as described in training and MSDS.

Chlorine solutions are often used as disinfectants.  Gloves should be worn and other precautions as described in training and MSDS.

Drain cleaners are often used and splashing may occur.  Protective clothing should be used and other precautions as described in training and MSDS.

Exposure Microwave Radiation

Radiation Effects

Doors may not close completely due to: hinges & catches may loosen; spilled food; if interlock system fails.  Regular maintenance is done but employees should report any problems & clean all spills.

Possible Heat Stress

Weakness, Nausea, Dizziness

Employees need to be aware of symptoms and the need for water consumption.

Possible injuries due to Improper Storage. Possible injuries due to working compressed and/or oxidizing gases.

All types of injuries

Employees should follow safety procedures of fuel & Cylinders of Oxidizing Gas as outlined in their department.

Possible exposure to Waste Anesthetic Gases

Health Effects per MSDS's

Employees should be cognizant of hazards of anesthetic gases and follow procedures as outlined and trained in their department.

Possible Falls

Contusions, Fractures

Employees often must use ladders and do some climbing as part of their job.  Employees should never use ladders in need of repair.  Employees should follow safety procedures as outlined in department.

Potential Hazards from Office Work

Variety Musculoskeletal

Employees need to be cognizant of potential dangers to ensure safety.  Each Dept. provides office safety classes to alert employees to potential dangers.