Medical Center Inventory Manager

Barbara Woodard

**** *. ****** **.

Jackson, MS *9213

Cell: 601-***-****,

Home: 601-***-****

APRIL (2016 till present)

G.V. (Sonny) Montgomery V.A. Medical Center, 1600 Woodrow Wilson Drive, Jackson, Ms 39206 Medical Supply Tech/Inventory Manager 7

1. manages non-expendable (NX) reusable equipment, receives and delivers all orders through the warehouse, and may perform other functions like mail, copy/reproduction, or shuttle transportation. 2. Business and Procurement Planning - coordinates and manages all levels and types of procurements. 3. Commodities Management - manages and distributes expendable (EX), disposable, non-reusable supplies and equipment.

4. includes all duties involving the procurement and maintenance of supplies from their scheduled request, purchase from the vendor to their consistent availability to the customer. I am responsible for solving disruptions in the flow of supplies, ensuring electronic data is accurate, and on hand quantities are sufficiently available to enable my customers to provide care and services.

5. Manages and controls an assigned class of expendable material for a VA HCS and supported catchment area. Recognized as an authority on expendable (EX) commodity management and serves as a subject matter expert to all services and service lines. Inventories managed include a wide variety of expendable items and durable medical equipment (DME) which may or may not be available through the Medical/Surgical Prime Vendor (MSPV) program or other negotiated or Federal Supply Schedule (FSS) contracts. Acts as a central point of contact for the coordination of commodity support and the resolution of logistics problems across organizational lines. Acts as a focal point for new EX supply procedures. Makes decisions and commitments for the medical center on medical/surgical supplies that materially affect the VA HCS’ ability to provide medical care to Veterans. Research opportunities for and conducts analysis of potential cost savings, efficiencies, and process improvements using quantitative analysis and historical usage patterns. Utilizes performance measures to conduct forecasting and quantitative analysis. Develops Standard Operating Procedures (SOPs). Other major duties include: • Conducts short, mid and long-term advanced planning for expendable items and DME, utilizing enterprise-wide computerized planning tools. Analyzes data to include demand history, program requirements, VA HCS operations, procurement lead- time, current stock levels and other factors which impact procurement decisions. Advanced planning requires significant interaction and coordination with service lines, biomedical engineering, and other stakeholders to balance competing priorities including clinical requirements and budget constraints. Computes requirements for supplies and DME. • Uses a range of well-established and commonly applied inventory principles, standard and nonstandard methodologies, and concepts to determine need to intervene in the supply system in response to fluctuations in rates of usage, cost, availability for established suppliers, alternative sources of supply and other similar conditions. Proactively engages customers to make recommendations for product changes, substitutions, and additions to product lines with a focus on increasing supply economy and efficiency. • Performs analytical work to manage, regulate, coordinate, or otherwise exercise control over EX supplies. Applies knowledge of systems, techniques and underlying management concepts for determining, regulating and controlling the level and flow of supplies from the initial planning stages with service lines, through procurement, storage, issue, utilization and disposal. • Forecasts short and long range 6. inventory needs considering changes in medical and surgical technologies, clinical scheduling changes and program requirements.

7. Participates in VISN and facility strategic planning to support major and minor projects and initiatives, ensuring that supply and DME needs are met while considering cost, policies/procedures, sources of supply and other variables. • Develops acquisition strategies to acquire and purchase DME, displaying familiarity with contracting laws and regulations with industry practices. Supports customers and acquisition personnel in developing requirements, utilizing mandatory sources and standardization of sources. Exercises Ordering Officer Authority in determining best value and contract sourcing. • Conducts data analysis for acquisition planning associated with DME. Assists customers in the creation of Performance Work Statements for procurement. Researches alternative sources for procurement. Independently determines the best purchasing and payment method to utilize, i.e. purchase card order, contract document, etc. Decisions regarding procurement methods are made in accordance with the Federal Acquisition Regulation

(FAR) and the VA Acquisition Regulations (VAAR) for competition and formal advertisement. • Analyzes and advises the customer on supply/DME purchase recommendations utilizing the “best value" approach, which may include criteria such as special features of the supply that are required in effective program performance that is not provided by a comparable supply; probable life of the item selected as compared with that of a comparable item; warranty considerations; and past performance. Conducts market research on product pricing and performance. • Manages inventory, independently sets initial stock and par levels and reorder points and resolves issues for a complete medical or service category (i.e., surgical, dental, imaging, engineering 8. Authorizes significant changes in expenditure and stock levels based on usage requirements and budgeting considerations. • Research opportunities for and conducts analysis of potential cost savings, efficiencies, and process improvements using quantitative analysis and historical usage patterns. • Utilizes best practices, principles and tools, concepts and methodologies to determine and evaluate supply system performance. Analyzes, coordinates and controls management of stock items to support preparation of long-range forecasts necessary to support new requirements. • Reviews and reports back to Fiscal on listings of delinquent payments and receipts of purchase orders. Corresponds with procurement officials, vendors, project engineers and other stakeholders to resolve inventory issues. • Carefully handles highly specialized items which may require any or all of the following: sub-zero temperature control; delicate care instructions; sterile processing; and refrigeration. • Coordinates rotation of emergency caches to prevent expirations and economy of supply while maintaining National Emergency Management stock levels. • With the COR, manages consignment inventory compliance for non-VA owned product and ensures contractor meets obligations with regard to par levels, replacement of expiring/expired items and all other aspects affecting service delivery. • Conducts wall-to-wall and periodic inventories on own initiative to identify potential shrinkage issues or other supply chain discrepancies. • Utilizes automated inventory management system, such as General Inventory Package (GIP) or other equivalent system, to maintain current inventory data. • Uses in-depth knowledge of complex supply relationships to analyze the effectiveness of various options proposed to provide supply support for critical and complex agency missions, a category of technical material or similar supply programs. • Analyzes inventory management reports including due-in reports, pending backorder reports, outdated inventory reports, inventory balance reports and 90-day inactive reports. Assures that replenishment orders are approved and released in a timely manner by reviewing requisitions, documents, and other related reference material. Expedites delivery of urgent requirements through correspondence and telephone calls to vendors, manufacturers or other organizations. Verifies receipt documents for accuracy. • Prepares submissions to VA Central Office and VISN to obtain approval and/or funding in support of VISN and/or national level expendable supply contracts. Solicits pertinent data from requesting services to compose written responses addressing requirements specified in regulations, justification, replacement data, nomenclature, estimated acquisition cost, etc 9. Administers the EX-inventory management program by planning and reviewing of all inventory processes, functions, and related systems; conducting effectiveness/efficiency reviews; compiling and analyzing performance measures and implementing process improvements based upon supply chain benchmarks and standardization initiatives from VHACO and the Network Office. These include maximizing supply chain efficiencies within the GIP or equivalent inventory cataloging system through turn rates, long supply, on demand, and MSPV-NG utilization and other matrices as required in a rapidly changing environment and in support of complex clinical care programs. • Acts as a central point of contact for the coordination of material support and the resolution of logistics problems across organizational lines. Coordinates with various program managers of using activities and/or their representatives regarding sources of supply and acceptable substitutions when the standard items are too costly or unavailable from the normal source of supply. Coordinates with stakeholders to ensure new or replacement item requests are submitted to the Clinical Product Review Committee (CPRC). Makes decisions and commitments for the health care system on supplies and equipment that materially affect the VA HCS’ ability to provide medical care to Veterans. Supports other elements of the organization and performs other duties as assigned. Returns, Recalls and Reutilization 20 percent Implements federal and agency programs for the return and reutilization of medical supplies.

10. Implements federal and agency programs for the return and reutilization of medical supplies. Uses well established and commonly applied supply methods to maintain activity formulary inventory. Coordinates with the property managers for disposal of surplus or excess supplies in accordance with specific agency directives and procedures. Serves as the primary responder to the VA National Center for Patient Safety Recall Office for their area of responsibility. Makes emergent procurement decisions in coordination with stakeholders based on back order issues created by national recalls. Participates in Root Cause Analysis process to assist in determining how the supply chain is impacted upon a near miss or Veteran care mishap G.V. (Sonny) Montgomery V.A. Medical Center, 1600 Woodrow Wilson Drive, Jackson, Ms 39206 Medical Supply Tech 7 (MAY 2012 TILL 2016)

I utilize the VISTA system to enter 2237s. In this capacity I was able to enter requests for goods and/or services. This is used when supply has been depleted and the stock status calls for replenishment. I assist the current Inventory Management Specialist with the re-ordering of IMD supplies. Electronic Catalog (ECAT): A Net-centric ordering, distribution, and payment system providing Department of Defense and other federal agencies access to multiple manufacturers and distributors commercial catalogs at discounted prices.

Forecast of Opportunities and Requirements Center for Excellence (FORCE): Portal used for forecasting, planning and requesting items totaling more than the micro-purchase limits. Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP): System used to create 2237 requests for purchase, receive, and submit payment to vendors for supplies and services. Medical-Surgical Prime Vendor (MSPV): The mandatory procurement source for Medical, Surgical, Dental, Lab, and Environmental Medical Supplies (EMS) supplies, utilizing a collection of contract vehicles that enable the VA to streamline SCM, achieving long-term savings for VAMCs by combining a just-in-time supply chain approach with strategic sourcing and volume buying Generic Inventory Package (GIP): Module of IFCAP used to manage expendable inventory. Above Par (APAR): Graphical User Interface (GUI) which displays GIP data in a windows-based format and allows for many functions and reporting to be completed more efficiently. Defense Medical Logistics Standard Support (DMLSS): An automated and integrated information system with a range of medical material, equipment, and facilities management functions. Barcode Scanners and associated software: Used to inventory supplies and upload data into GIP. Point of Use systems (POU): An alternate electronic inventory system used to account for supplies. Temperature Tracking Systems: Automated temperature and humidity tracking systems. Clinical Product Review Committee (CPRC) Portal: Used to review submitted requests for new products and supplies, provides a central location for committee members to discuss and vote on requests, catalogs current and past submissions nationwide to assist with research on sourcing and supporting documentation. General Service Administration (GSA): Host of GSA Advantage and GSA Global procurement platforms. Medical Product Data Base (MedPDB): Joint DoD and VA medical product databank for sourcing, pricing, and equivalents.

National Acquisition Center (NAC) Contract Catalog Search Tool (CCST): Tool to search for Med/Surg and Pharmaceutical products and services available under VA Schedule and National Contract acquisition vehicles. National Item File (NIF): Database used to uniquely identify products used in the VA supply chain, providing standardized data on units of measure, sourcing, and stations using the products to assist in cross leveling and emergency planning.

System for Award Management (SAM): Registry for companies and individuals conducting business with the government.

VA Supply Chain Master Catalog (VA SCMC): Authoritative source of information for products available on a VA contract, and leverage technology to support VA Modernization. Veterans Online Business Registry (VETBIZ): Enable buyers to quickly locate businesses of veterans and service-disabled veterans, the products and services they provide and contact information. S

upply Chain Data and Informatics Office (SCDIO) Portal: Portal managed by Procurement and Logistics Office (P&LO) to assist with inventory management classifications, provides information on historical spending totals and data accuracy.

Supply Chain Common Operating Picture (SCCOP) and Supply Chain Reporting Tool (SCRT): Portal managed by Procurement and Logistics Office (P&LO) that provides detailed reports and metrics on inventory management, usage and ordering history, data accuracy, and procurement sourcing. I asl had local or VISN data tools available for use.

• I also did the ordering of items off the Prime Vendor Contract. This contract is used when ordering supplies for the surgical side of SPD/IMD. Information is provided to me to process an order, I enter the order into IFCAP/VISTA, and wait for the request to be signed by the Approving Official. These orders are under the $3,000 threshold required for small micro purchases.

• With the ordering of items, I have access to the fund controls for Inventory Management & Distribution (IMD), and for Nursing Services’ SPD. I have to review this fund control point prior to the entering of orders otherwise, this will become a delinquent obligation. Therefore, I have extensive knowledge in fund control points and balances.

• I do extensive research on vendor and prices when original prices have changed, call companies and use stock number of products to get quote. I check stock on hand for rotating purposes, check shelves making sure they are no higher than 12 inches from ceiling and 8 inches from the floor, discard outdates on expired supplies, use jack in the warehouse to stock items on shelf, I am able to pick up 30-70 lbs. I do have an up-to –date drivers-license and COVID vaccinated

• Purchasing Support - Conducts purchasing under the micro purchase threshold; reviews and edits purchase requests; resolves issues to ensure requests and bills are processed accurately and in a timely manner; identifies needs or problems and determines corrective action; utilizes federal and agency acquisition regulations to identify possible sources and other pertinent information related to purchases; tracks obligations/commitments and monitors expenditures to support recurring budget forecasts and identify potential fraud, waste and abuse based on procurement history and purchase trends; and,

• Procurement Support - Procures supplies and services to meet the purchase, rental, or lease needs of the organization; develops unique selection criteria for each purchase; Prepare and issue contract modifications for changes in delivery schedule and sends formal correspondence to a variety of customers such as inventory management specialists, other service line contacts, and contracting officers as appropriate for the purposes of auditing documents, processing receiving reports, and payments.; conducting open market research and sole source small purchases for highly specialized medical items with critical product requirements; and,

• Serves as the first line of contact for medical staff and customers in regard to procured items; develops reports and spreadsheets, obtains, organizes, files and retrieves reports for briefing and presentation purposes; performs a variety of receptionist, timekeeping, record keeping and miscellaneous duties in medical facility

• Processes orders as required by Using Services to assure supplies are received by required date. Inventories supported on a scheduled basis. Accurately orders, receives, distributes, and stores all supplies for supported services and ensures they are received using prescribed warehouse procedures and practices, monitors inactive and supply stock for primary and secondary inventory points and maintains an acceptable rate established by VA Handbook and Inventory Management Handbook. Completes spot check inventories in order to maintain 90% acceptable accuracy rate. Maintains 95% accuracy rate in ordering supplies identified on the auto generation listing provided by GIP and supported services inventory. Initiates emergency procurement action in the event of a recall or QIR. Generates accurate 2237 equipment requests for approved equipment purchases and takes immediate action on emergency requests. Distributes non station receiving reports to S&D. Process receiving reports in the AMES/MERS system and any adjustments necessary to ensure accountability and maintains accurate account balances with Fiscal ledger accounts. Makes necessary EIL account changes and corrections. Ensures EIL inventories are submitted to using services on schedule and transfer of accountability is accomplished prior to change of service chiefs. Ensure all equipment is barcoded and assigned correctly in accordance with VA Handbook Directives. Process all turn in documents expendable and non expendable. Assigns condition codes to equipment turned in and determines most appropriate method of disposal. Takes advantage of the Exchange Program when appropriate. Disposes of scrap sales approved by GSA.

• Mandated A&MM reports will be submitted correctly and within established guidelines. Effective and courteous communications

• maintained at all times within A&MM, the Medical Center, and in dealing with personnel outside of the medical center. Advises the Chief, Material Management, of any problems, changes, or situation as they arise that could have an impact on the section. Maintains the integrity of Materiel Management functions as they related to government sales, destruction, budget, and system data. Maintains fund control balances and takes prompt action on errors or discrepancies in FCP balances. Initiates Report of Survey promptly and compiles necessary information for survey actions relating to loss, damage, or destruction of government owned property.

G.V. (Sonny) Montgomery V.A. Medical Center, Jackson, MS (April 2008 - 2016) MEDICAL Supply Tech

• Shelving, rotating, and outdating supplies

• Cleaning or dusting bins and shelves

• Organizing supplies and storage in coordination with your customers

• Ensuring barcode labels are current, accurate, and visible

• I utilizes the Generic Inventory Program (GIP) on a daily basis. The barcode scanner is used when inventorying my supplies. This information is downloaded into the system and is tied into IMD’s inventory. This process directly impacts supply and demand. It also helps maintain accurate levels of stock, decrease waste, and control spending for IMD

• I also review the Item Master file to review the history of the item prior to purchasing. This file is used when trying to find a compatible vendor for an item that maybe unattainable through the Prime Vendor contract.

• I have experience in the entering of micro purchases (under $3,000). I am knowledgeable in source codes, contracts, small businesses, & open market purchases.

• I also attended a training course in Syracuse, New York, in July 2009, which equipped me with the knowledge skills, and ability required to successfully perform my duties as a Medical Supply Tech. In addition to this training, I am also familiar with the creating of picking tickets, the setting of par levels for Dialysis, 4CS, Recovery, Ambulatory Service, Eye Clinic, 3L, and the Cardiac Cath Lab.

• I am also responsible for answering calls to the Dispatch area. In this capacity, I check quantity on hand, create a picking ticket for the requested item, remove item from IMD’s inventory, and have the item ready for pickup when the customer (s ) arrive. I also perform hand count audits in the IMD’s supplies in the primary, as well as secondary wards that I am assigned. I also performed duties such as making barcode labels for items in my secondary as well as primary, answering telephone, doing mild cleaning to some reusable equipment such as crash carts, IV pumps, defibrillators, or any useable equipment that is not a direct patient care item.

• I keep Chief, A&MM, peers, and subordinates informed on a timely and appropriate basis of any work related problems, difficulties, or issues that may arise without hesitation. Must be proactive, flexible and supportive of the mission and productivity of the medical enter demonstrated by following through on assignments, requests, or action while providing excellent customer service to customers and peers. G.V. (Sonny) Montgomery V.A. Medical Center, Jackson, MS (APRIL 2008 – 2018) IMD/SPD Representative

• I serve as a representative of the IMD/SPD Department at V.A Medical Center on the CPR committee that maintains and reviews all codes at the V.A. Medical Center. We communicate with all floors and areas in the hospital by email, site visits and phone calls .We inspect quality of products on all crash carts, review dates on all items that are kept in or out side of the cart, and maintains a log book of controls that was run on the defibrillator. In addition, we check expiration dates on all supplies and IV fluids that are kept in a locked cart and make notations to the floor charge nurse or manger to implement changes. Our meetings are held quarterly and rounds to all areas in the hospital. I am Certified in CPR/ADE. This certification is valid from November2010-November 2012. This certifies that I have successfully completed the cognitive and skills evaluations in accordance with the curriculum of American Heart Association to the BLS for Healthcare Providers (CPR&AED) Program. Driver’s License#801534340

• I also serve as a VA. Medical Center Pathfinder April 2010 until the present. I assist patients, visitors, employees, and family members with instructions to their clinic and/ or room by walking them personally or escorting them in a wheelchair or bed. Implemented as a member of the EVAL Program.

• EVAL Program December 2009- JUNE 2010. During my tenure as an EVAL member, I was taught different forms of communication, letter writing, body mechanics, and ways to understand patients as well as co-workers, visitors, patients, and family members that are difficult to deal with. Drivers License#801534340

• I have been a member of the V.A. Medical Center Reflections Choir from May 2008 till present. We sing to all genres in the hospital for special awards, culture programs, and celebration of the hospital accomplishments. This is done to assist as an encouragement to patients and family members, and to improve the morale of employees.

G.V. (Sonny) Montgomery V.A. Medical Center, Jackson, MS (October 1996 - April 2008) Medical Lab Tech

• Duties included drawing blood for the obtaining of samples for testing in.

• I communicated verbally with patients, family members, visitors, and employees on a daily basis.

• I also in-service patients on diabetic meters and added notes concerning the in service in the CPRS SYSTEM under patients social security number, I would also research orders that were given before I obtained blood, or urine from patients on doctors orders in the computer . In all areas I have worked in customer service skills were applied. I answered the telephone, file results in logbooks, ordered supplies, packaged and labeled blood samples. EDUCATION:

Jim Hill High School (DIPLOMA) 1980 - 1983

Career Development Center 1980 -1983

(CERTIFICATE AND LISCENSE COSMETOLOGY)

December 1984-October 1996 University Mississippi Medical Center 2500 North State street CT/MRI & Radiology Department (received 40 credit hours) V.A. Medical Center Department of Pathology& Lab Medicine 1997 - 2008

(received 40 credit hours)

V.A. Medical Center Emerging V.A .Leaders 2009 - 2010

(Evaluation Class received certificate)

Syracuse New York Syracuse University Government Issuing and 2009-2009 Purchasing School (received 9ceu’s VA and 34 nationally in Governments Issuing and Purchasing)

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