Medical Equipment Systems Operations Coordinator

Assists in all phases of the operation of the Clinical Engineering Department with primary responsibilities for systems operations covering financial, inventory control, vendor service contracts and other cross-coverages of the Department. Reports directly to the Director of Clinical Engineering.

** 1. Coordinates requests for equipment service and preventative maintenance, dispatching requests to appropriate internal staff and/or external Vendors.

** 2. Coordinates and assures accuracy for all aspects of the Diagnostic Imaging Service Program, including computer entry and tracking of all repairs and PMs through: request, dispatch, completion of work orders, invoicing, submission for reimbursement and reconciliation of financial statements for payment by the Medical Center. Advises Department Director of any irregularities for follow-up.

1. → Has primary responsibility for vendor management. Responsibilities include PM scheduling, initiating vendor service calls, inventory control, obtaining purchase orders for non-covered items, ensures service reports entered into CMMS program, invoice tracking and documentation.

1. → Primarily responsible for contract management, to include contract renewals, contract review with client and vendors, initiating and completing request forms, department notification and Purchase Order request and tracking.

1. → Provides supported reports to the Director of Clinical Engineering by preparing reports for productivity, inventory, safety, work order, monthly PM status along with communications with administrative leadership.

** 6. Utilizes the Lawson Purchase Order System, coordinates requisition and orders for all equipment, parts, and supplies utilized by the Clinical Engineering Department. Maintains accurate documentation for tracking all purchases. Interacts with Purchasing, Vendors, Storeroom and Accounting personnel to assure timeliness and accuracy of parts requests, purchase orders, receipts and invoicing. Investigates alternative resources for parts where appropriate.

** 7. Assures accuracy of all Vendor invoicing (parts, service, insurance, etc.), obtains appropriate Department Director/Administrative review and authorization for coordination of payments with the Accounting Department. When discrepancies occur, initiates appropriate follow-up with Medical Center and Vendor accounting offices to correct inaccuracies.

** 8. As Medical Equipment Systems Operations Coordinator, will maintain the computerized Clinical Engineering Equipment and Inventory Control System. Will have the responsibility for general operations, accuracy and security of critical documentation. Maintains a log of all system problems, report requests, and staff questions. Informs and interacts with Department Director, Software Programmers, and Department Staff to assure system performance and correct problems and errors when they occur.

** 9. Performs data entry of all clinical, non-clinical and imaging equipment and service activities including: addition of incoming equipment, open/closing of work orders, updating of equipment status, etc. Also records all equipment permanently removed from Medical Center/service.

** 10. Maintains and makes recommendations for new computer applications to document and improve department operations. Assures organization and accuracy of files for routine utilization and retrieval. Creates all interoffice forms and maintains availability.

** 11. Is responsible for all incoming and outgoing correspondence such as letters, purchase requests, and purchase orders, daily mail, phone calls (including all necessary follow-up with customer/departments/vendors), etc.

** 12. Records and prepares minutes of Clinical Engineering Department meetings, and Committees as directed.

** 13. Maintains and assures completeness and accuracy of Time and Attendance records through the Kronos System and on-call time sheets.

** 14. Coordinates room availability for meetings and in-services for the department and committee meetings as directed.

** 15. Trains and orients new department staff regarding documentation, parts ordering, and computer operations.

** 16. Maintains up-to-date listing of Vendors, including: addresses, sales/service contacts, labor rates and special requirements; i.e. travel costs, minimum payments, hours of service.

** 17. Acts as communication liaison between Clinical Engineering and Customer Departments and Vendors.

1. → Is responsible for attending all annual mandatory educational programs as required by position.

1. →Employee understands and demonstrates the importance of satisfying the needs of the customer/patient by interacting with him/her in a friendly and caring way, being attentive to the customer's needs, both psychologically and physically, and by taking the initiative to maintain communication with the customer in order to provide a secure and pleasant experience with the Arnot Health.

1. → It is understood that this job description lists typical duties for the classification and is not to be considered inclusive of all duties which may be assigned.

1. High school diploma or equivalent experience required with AAS in Secretarial science preferred or one year diploma course.

1. Ability to work independently utilizing proven judgment and sound business techniques.

1. Ability to maintain good interpersonal relationships among staff, department heads and other Medical Center personnel.

1. Ability to coordinate department activities harmoniously.

1. Competent communicative skill with ability to effectively relate to a wide cross-section of individuals.

1. Prior proven experience in secretarial skills, i.e. computer and word processor. Demonstrated knowledge of computer skills-word processing, databases, basic file operation and troubleshooting.

No CPR required.

Stands and walks fair portion of each working day. Occasionally handles loads weighing up to 30 lbs. Handles and manipulates tools and equipment.

Category III. Tasks that involve no exposure to blood, body fluids, or tissues. And Category I tasks are not a condition of employment.

** A.D.A Essential Functions