PERFORMANCE PLANNING

The Home Medical Equipment Inventory Control Coordinator improves workflow not just stock.  This position is accountable for coordinating with the Director all inventory activities for the DCH HME department.  This may include replenishment, forecasting, inventory management and demand planning.  

Communicates with Director and team information regarding supply levels, standardization, back orders, and product implementation.  Major responsibilities include managing inventory in DME software system for PAR (Periodic Automatic Replenishment) level to be maintained with optimal stock quantity.

KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS

1. Improve inventory accuracy. 
2. Identify waste and cost savings.
3. Manage vendor issues.  Problem-solving ability to identify product swaps. 
4. Demonstrates examples of strong cross functional teamwork. 
5. Ensures required documentation related to shipping & receiving, delivery and tracking are completed according to policy and procedures. 
6. Accountable for replenishment activity.  Keeps supplies binned and organized. 
7. Trains DCH HME staff team on inventory portion of software.
8. Keeps equipment storage areas neat and organized.
9. Reconciles inventory to ensure computer counts match physical counts.
10. Provides to Director and staff weekly spreadsheets to track and report stock levels.
11. Tracks inbound and outbound inventory to monitor flow and stock levels.
12. Works hands-on and uses digital systems to keep inventory up-to-date requiring data analysis skills.
13. Working with Director on re-ordering stock according to PAR levels.  Developing and utilizing standard inventory method, first in-first out.  (FIFO)
14. Requires moving heavy objects in storage and deliveries.  Physical mobility is very much required.  Must be able to travel up and down stairs and move and lift equipment.
15. Reviews all Local Determinations of Coverage to ensure all items are issued to patients in accordance with the established guidelines.      
16. Ensures intake is done correctly and that medical necessity has been met and documented as required by the established guidelines.
17. Monitors home medical equipment inventory ensuring that all home medical equipment is properly stored, tracked and maintained. 
18. Performs data entry of patient information into the HME software.
19. Performs verification of the patient’s health insurance coverage for the requested items
20. Scanning documentation into the patients Brightree account.
21. Working larger equipment orders to assist the intake specialist on orders.
22. Insures that all medical documentation that is required to establish medical necessity or to meet payer criteria is printed and readily available in the patient’s medical record prior to billing and that the data covers the time period leading up to the request of the medical equipment.
23. Insures that all medical documentation is appropriately signed, dated and authenticated. Initiates the appropriate attestation paperwork if information is not signed and dated according to the Program Integrity Manual.
24. Performs data entry of patient information into the HME software
25. Performs verification of the patient’s health insurance coverage for the requested items
26. Completes the insurance verification form accurately and discusses with patient prior to delivery.
27. Monitors all physician orders insuring that the orders are timely, properly signed and dated as required by the Supplier Manual.
28. Contacts patients at specific intervals to assess usage of supplies and equipment. Offers suggestions as appropriate to patient’s comments and responses.  Properly documents all contact.
29. Responsible for maintaining equipment guarantees/warranties.
30. Updates Manager on inventory count weekly for equipment and supply needs.
31. Verifies insurance, interprets coverage and calculates amount due by patient.
32. Abides by all DCH HME policies.
33. Exhibits excellent time management skills.
34. Meets project deadlines (i.e. new products and services implementations, upgrades, and modifications).
35. Delivers/picks-up equipment and supplies to patients’ home, at DCH Home Medical Equipment or at the hospital as appropriate.
36. Updates Director on problems and process improvement issues with referrals, billing, complaints and inventory issues.
37. Provides education regarding the proper use and maintenance of the equipment and uses manufacturers’ service manuals and patient education documentation.
38. Performs functional tests prior to set-up and delivery of the equipment.
39. Must meet DCH insurability requirements to drive a DCH vehicle and must follow the agency policy.

DCH Standards:

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Mission, Vision, and Values including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees.
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

MINIMUM KNOWLEDGE, SKILLS, EXPERIENCE REQUIRED

Required

• High School diploma or GED.
• 3 years in supply chain/inventory management required.
• Must be able to create pivot tables in Excel and perform data analysis on inventory results.
• Must have BLS Healthcare Provider CPR within first 90 days of employment.
• Valid driver’s license and driving record that meets the system’s insurance standards. 

Preferred

• 3 years Home Medical Equipment experience is preferred. 

Other skills:

• Must demonstrate excellent computer and customer service skills. Must be able to prioritize and use critical thinking skills. 
• Ability to use computer to perform assignments including proficient use of required software programs including MS Word, MS Excel.
• Must be able to read, write legibly, speak, and comprehend English.

WORKING CONDITIONS

WORK CONTEXT

• Physical work conditions (Spend Time Lifting, Spend Time Driving, spend time standing, outdoors, exposed to weather, Exposed to High Places, In an Enclosed Vehicle, exposed to human body fluids, Exposed to chemicals, etc.)
• Interpersonal relationships (Leads and coordinates others, deals with unpleasant people, manages stress, must be helpful, flexible, and assertive with customers, handles conflict with effective problem-solving, functions as a productive team member, Responsibility for Outcomes and Results, must have excellent verbal and written communication skills.
• Structural job characteristics (Impact of Decisions on Co-workers and Company Results, Importance of being accurate, time pressure, etc.)

PHYSICAL FACTORS

• Physical Activities: reading, walking, talking, hearing, bending, twisting, stooping, lifting, kneeling, standing, sitting, crouching, or stooping with good balance for extended periods of time, grasping, pushing, pulling, repetitive motion, using hands to handle, control, or feel objects, tools or controls.  Must be able to operate and lift equipment provided by the department.  Must have tolerance of a variety of environments to include presence of pets and infestations.  Must be able to lift 100 pounds and reach heights to maintain equipment storage.  Must be able to maneuver over a variety of uneven surfaces.
• Requirements:
  • Heavy work. Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.
• Must be able to perform the duties with or without reasonable accommodation.
• Hearing and vision must be normal or corrected to within normal range.
• Physical presence onsite is essential.

OTHER JOB FACTORS

• Speed of Closure, Time Sharing, Finger Dexterity, and Speech Clarity.
• Leadership, Concern for Others, Cooperation, Dependability, Initiative, Integrity, Self-Control, Attention to Detail, and Stress Tolerance.
• Independence, Relationships, and Support.