ASC Systems Specialist

The ASC Systems Specialist is responsible for coordinating the equipment management services, including purchasing/repairs, implants, and charging functions.

Job Relationships

Reports to the ASC Operations Supply Manager

Principal Responsibilities

• Product evaluation and attempt for standardization.
• Develop and maintain relationships with company representatives including negotiation of purchases of Instrumentation, supplies, implants, or equipment for capital budget.
• Gather multiple quotes from various vendors when possible.
• Continuously review the surgery schedule to ensure availability of equipment, supplies and implants.
  • Guide and assist vendor representatives while on site, ensuring compliance with properly signing in.
  • Ensure equipment and implants are available for scheduled procedures (ex: ortho, plastics, and ENT) and notify scheduling.
  • Ensure completion of required logs and files i.e., Surglogs, OneSource, OR implant logbook and Systems Specialist folder.
  • Notify OR coordinators and resource leaders when equipment arrives in house and their location.
  • Place work order/send email to GE Biomed for safety check for any equipment entering the Ambulatory Surgery Center.
  • Maintain equipment in “equipment log” and PM equipment Teams files.
  • Remove Non-repairable equipment from Surgery Information System, GE Biomed PM list and Finance asset list.
  • Continuous communication and updates with the ASC managers, coordinators, resource leads, and staff regarding broken or repaired equipment, implants, and or instrumentation. 
• Provide all purchasing options including the ability to lease or rent, warranties, and service contracts. 
• Arrange for vendor representation for clinicians during initial use and or as needed. 
• Notify vendor representatives for case coverage of needed equipment, supplies and implants.
• Document vendor representation within the schedule, date of completion and the initials of employee completing task.
• Notify the scheduling department of any conflicts with the equipment, supplies and implants for scheduled cases. 
• Arrange for the delivery of implantable IOL’s, ortho prosthesis and plastics consignment sets.
• Notify OR coordinators and resource leaders when equipment and or implant sets are in house and their location.
• Request repairs, loaner equipment, instruments and complete work or repair requisitions as needed.  
  • Ensure equipment and instruments are available for scheduled procedures.
  • Complete work requisitions to arrange for any equipment assembly.
• Retrieve broken equipment, notify GE Biomed if needed, prepare item to return to vendor for repair.
• Provide SPD with loaner sheets as necessary.
• Conduct product and equipment trials.
  • Ensure all trials are approved by ASC leadership and the performing surgeon. Notification of when the trial will begin will be communicated to the applicable team members.
  • Oversee the trials and present final recommendations to ASC leadership. 
• Follow up on all projects, orders, issues, requests and provide Estimated time of resolution when applicable.
• Assist in coordinating in-services for equipment/implants/instruments.
• Include fellow Systems Specialists in all communication to assist with coverage. 
• Assist with gathering pricing on equipment, instrumentation, implants, and supply information for cost analysis. 
• Act as a resource and assist with troubleshooting equipment issues and implants.
• Develop, review, and revise policy & procedures for equipment management.
• Assure recordkeeping of processes are maintained.
• Provide excellent customer service and adhere to SC Way customer service philosophy.
• Perform other job duties as assigned.
• Comply with the Springfield Clinic incident reporting policy and procedures.
• Adhere to all OSHA and Springfield Clinic training & accomplishments as required per policy.
• Adhere to Springfield Clinic's Code of Conduct and Ethics Standards.

Education/Experience

• High School graduate or GED required.
• Possess business skills and financial management, materials management, and purchasing experience.
• Operating room clinical experience preferred.

Licenses/Certificates

• Certification in Surgical Instrument Processing preferred.
• CPR certification per American Heart Association guidelines required within 30 days of hire. 

Knowledge, Skills, and Abilities

• Skilled communicator and good negotiator.
• Working knowledge of medical supplies, equipment, implants, and instrumentation.
• Possess strong computer skills, especially Microsoft Access and Excel.
• Must possess manual dexterity to use keyboard and handle equipment and appliances.
• Must possess good physical health.
• Must maintain professional behavior.
• Must have the ability to control emotions and maintain composure under stress, using tact and good judgment.
• Must be capable of pushing, pulling, stooping, bending, and lifting.
• Must be able to stand and/or sit for long periods of time.
• Must be able to adjust to various personalities and situations.
• Must appear well groomed.

Working Environment

• Conditions include potential exposure to blood and body fluids, tissue, and contagious diseases and/or potentially hazardous materials.
• Use of telephone required.
• Occasional heavy lifting required.

PHI/Privacy Level

HIPAA1