Receiving/Distribution Clk - Houston Methodist Hospital : Job Details

Overview At Houston Methodist, the Receiving/Distribution Clerk position is responsible for the accurate receipt, documentation and proper disposition of supply orders and relative packages shipped to the hospital campus. This position performs routine tasks associated with delivery acceptance, physical verification, accurate distribution of products and/or materials to identified departments and electronic receipt into the Materials Management Information System (MMIS) and/or related (Tracking) databases. This Receiving/Distribution Clerk position assists in processing all Return to Vendor (RTV) Purchase Orders (PO) and secondary, outbound items for shipment back to vendors or business associates through dedicated shipping accounts and ancillary software applications. Houston Methodist Standard PATIENT AGE GROUP(S) AND POPULATION(S) SERVED Refer to departmental Scope of Service and Provision of Care plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity. HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth, dignity, and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Displays cultural humility, diversity, equity and inclusion principles

• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

Responsibilities PEOPLE ESSENTIAL FUNCTIONS

• Provides instruction to drivers or approved visitors entering the facility in proper protocol for conducting inbound/outbound freight transactions.

• Works collaboratively with the Lead Supply Chain Tech to identify which orders should be prioritized, based on service level by carrier or other relative means for defining practical time for completion.

• Promotes a positive work environment and contributes to a team-focused work unit that actively helps one another achieve department goals.

SERVICE ESSENTIAL FUNCTIONS

• Works with industry drivers to assist with unloading freight, sorting product accordingly and in preparation of the defined receipt processes.

• Delivers orders in a timely manner to designated storage areas and departments within facility and adjacent Medical Office Building(s), clinic(s), etc. as required and directed per Purchase Order.

• Stages all inbound orders in defined areas for delivery to designated storage areas, departments or for transfer to external sites i.e.; clinical care centers or corporate building locations. Provides notification to Lead Supply Chain Tech or Customer Service Representative to allow for expedited confirmations to departments that have requested notification of orders upon arrival to the dock and/or distributes, as appropriate.

• Ensures all outbound items are properly packaged, labled for delivery with the applicable documentation method, which defines the parameters of each shipment is completed prior to pickup.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Verifies that all inbound freight addresses are confirmed before acceptance, a signature is provided and notations are made for any recognized deficiencies related to quantity, condition or possible damage on Bill of Lading or electronic collection device, prior to driver's departure.

• Ensures accurate distribution of product and/or materials to designated department. Verifies all Purchase Order receipts are complete, prior to entering data into the MMIS and reports any identified discrepancies to the vendor or buyer for immediate resolution.

• Accurrately identifies, processes and labels all shipments via the UPS Track Pad Solution and ensures all packages are documented within the database for tracking ability and future reference. Reports any issues with Lead Supply Chain Tech, relative to device failures, damage or software application problems as needed.

• Maintains a high level of awareness for staff/visitors in the dock area and uses caution while navigating the work floor and/or while delivering product to assigned locations.

FINANCE ESSENTIAL FUNCTIONS

• Reviews all receipts for accuracy and completeness prior to saving, so that it results in a three-way match with both Purchase Order and Invoice and allow for timely remittance to vendors. Provides documentation for each order and with consideration toward priority, obtaining a receipt acknowledgement/proof of delivery signature.

• Participates in all scheduled physical inventory events and selected cycle counts to maintain inventory levels within an acceptable standard to ensure product availability to our patients.

• Uses resources efficiently; does not waste supplies. Self-motivated to independently manage time effectively and prioritize department daily tasks, maximizes interactions with drivers and delivery personnel to allow for continual flow of dock traffic, minimizing incidental overtime.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Generates and communicates new ideas and suggestions that improve quality or services.Participates in special projects and department initiatives and seeks opportunities to expand learning with a focus on continual development. Completes and updates the individual development plan (IDP) on an on-going basis.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises. Qualifications EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)

WORK EXPERIENCE

• Three years experience working in a high volume, material handling/receiving or distribution environment. Prior experience in a healthcare, receiving/distribution or related industry preferred.

License/Certification LICENSES AND CERTIFICATIONS - REQUIRED

• MHE HM - Houston Methodist Material Handling Equipment Certified - (Two year renewal required) within 60 days

KSA/ Supplemental Data KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations.

• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security.

• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles.

• Sound knowledge of current logistics/material handling practices and procedures with a specific emphasis on inbound receiving processes and outbound shipping procedures.

• Ability to complete work within designated time frames.

• Demonstrate proficiency in operating a personal computer or hand-held device for completing advanced receiving or inventory control procedures through the use of Materials Management Information System (MMIS) applications and basic use of MS Office applications.

• Critical thinking with the ability to offer practical solutions to relative items handled.

• Maintains current knowledge of logistics industry practices for small carrier, Less than Truck Load (LTL) and Over the Road (OTR) shipments.

SUPPLEMENTAL REQUIREMENTS WORK ATTIRE

• Uniform Yes
• Scrubs No
• Business professional No
• Other (department approved) No

ON-CALL* *Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL** **Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area No
• May require travel outside Houston Metropolitan area No

Company Profile Since its founding in 1919, Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New York-Presbyterian Hospital, one of the nation's leading centers for medical education and research. In 2020, U.S. News & World Report named Houston Methodist Hospital to its top ranked Honor Roll for the fourth time and second consecutive year. 2020 also marked the ninth year in a row Houston Methodist Hospital has been named the No. 1 hospital in Texas. Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical, surgical and diagnostic techniques. With 952 operating beds, 85 operating rooms and over 8,000 employees, Houston Methodist offers complete care for patients from around the world. The same high-quality care for which Houston Methodist is known is available at several Emergency Care Centers in Houston and the surrounding areas. These Emergency Care Centers house exam rooms, full digital radiography suite, low radiation dose 16-slice CT scan, ultrasound and a full on-site stat chemistry lab.