Patient Services & Inventory Coordinator

Job description

Midtown Endoscopy & Surgical Center is seeking a highly organized, detail-oriented, and dependable Patient Services & Inventory Coordinator to join our ambulatory surgical center team. This position is responsible for supporting the day-to-day patient experience while also assisting with inventory management, supply coordination, and operational needs throughout the facility. The Patient Services & Inventory Coordinator will work closely with clinical staff, physicians, administrative leadership, vendors, and other departments to ensure that patients receive excellent service and that the center has the necessary supplies and equipment to operate efficiently. The ideal candidate is proactive, organized, comfortable working in a fast-paced healthcare environment, and able to balance patient-facing responsibilities with administrative and inventory-related tasks. Key Responsibilities Patient Services & Administrative Support Provide professional, courteous, and compassionate service to patients throughout their experience at the surgical center. Assist patients with check-in, registration, directions, and general questions as needed. Verify and update patient demographic and insurance information when applicable. Assist with obtaining required patient documentation and ensuring information is complete and accurate. Coordinate with the front desk, nursing staff, physicians, scheduling, and other departments to ensure a smooth patient experience. Communicate patient needs and concerns to the appropriate staff member or department. Assist with patient flow and help address operational issues that may affect the patient experience. Answer and route incoming calls and messages to the appropriate department or staff member. Assist with appointment and procedure-related communications when needed. Maintain professionalism and confidentiality when handling patient information. Document patient communications and administrative activities accurately in the appropriate systems. Escalate patient complaints, concerns, or issues to the appropriate supervisor or manager. Inventory & Supply Management Assist with maintaining accurate inventory levels for medical, clinical, office, and facility supplies. Monitor inventory on a regular basis and identify items that are running low or require replenishment. Perform routine inventory counts and maintain accurate inventory records. Prepare and submit supply orders based on established par levels and department needs. Assist with receiving deliveries and verifying that shipments match purchase orders and packing slips. Inspect deliveries for accuracy, damage, expiration dates, and quantity. Properly organize and store supplies in designated areas. Ensure supplies are stored appropriately and that storage areas remain clean, organized, and accessible. Rotate inventory using appropriate first-expire, first-out (FEFO) practices when applicable. Monitor expiration dates and remove expired or compromised products according to facility policy. Track commonly used supplies and identify unusual usage, shortages, or over-ordering. Assist with maintaining appropriate par levels for procedure rooms, clinical areas, and other departments. Communicate supply shortages, backorders, damaged products, or vendor issues to management. Assist with identifying opportunities to reduce waste and improve inventory efficiency. Maintain organized inventory documentation and purchasing records. Assist with periodic inventory audits and reconciliation. Coordinate with vendors and suppliers regarding orders, deliveries, shortages, substitutions, and returns. Assist with ensuring supplies are available for scheduled procedures and daily operations. Physical Requirements: Ability to lift, carry, and move heavy items weighing up to 50 pounds as needed. Ability to stand, walk, bend, and reach for extended periods. Ability to safely handle and organize inventory and supplies. Surgical Center Operations Work closely with clinical and administrative staff to identify supply and operational needs. Assist with ensuring procedure rooms and clinical areas have the necessary supplies and materials for scheduled cases. Monitor supply usage and communicate anticipated shortages before they impact patient care or scheduled procedures. Assist with maintaining clean, organized, and appropriately stocked work areas. Report damaged, malfunctioning, or missing equipment and supplies to the appropriate leadership. Assist with tracking equipment and supplies as directed. Perform other duties as assigned by management. Qualifications Required: High school diploma or equivalent. Minimum of 1–2 years of experience in a healthcare, medical office, ambulatory surgery center, hospital, or similar setting preferred. Strong organizational and time-management skills. Excellent attention to detail. Strong verbal and written communication skills. Ability to work independently and as part of a team. Ability to prioritize multiple responsibilities in a fast-paced environment. Basic computer proficiency and ability to learn electronic medical record and inventory systems. Ability to maintain accurate records and documentation. Strong customer service and interpersonal skills. Ability to handle confidential patient information appropriately. Dependable, punctual, and able to follow through on assigned responsibilities. Physical Requirements Must be able to lift, carry, push, and/or move supplies and equipment weighing up to 50 pounds. Must be able to stand, walk, bend, reach, and move throughout the facility for extended periods as required by the position. Must be able to safely handle and transport medical supplies, inventory, boxes, and other materials. Reasonable accommodations may be considered for qualified individuals with disabilities in accordance with applicable law. Preferred Qualifications Previous experience in an ambulatory surgical center, endoscopy center, hospital, or specialty medical practice. Previous inventory, purchasing, supply chain, materials management, or medical supply experience. Experience with medical supplies and clinical inventory. Experience with electronic medical records such as eClinicalWorks or similar systems. Experience working with inventory management or purchasing systems. Familiarity with medical terminology. Familiarity with infection prevention and healthcare regulatory requirements. Bilingual skills are a plus. Midtown Endoscopy & Surgical Center is an equal opportunity employer .