At Houston Methodist, the Receiving 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 and electronic receipt into the Materials Management Information System (MMIS) and/or related (Tracking) databases. The Receiving Clerk position assists in processing all Return to Vendor (RTV) Purchase Orders and secondary, outbound items for shipment back to vendors or business associates through dedicated shipping accounts and ancillary software applications.

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

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

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.

• Deliver 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 as directed per Purchase Order, obtaining a receipt acknowledgement/proof of delivery signature.

• Ensures all executed receipts are complete, accurate and properly dispositioned as defined on the provided documentation for each order and with consideration toward priority.

• Stages all inbound orders in defined areas for delivery to designated storage areas, departments or for transfer to external sites ie; 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.

• 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.

• Verifies all Purchase Order receipts are complete, prior to entering data into the Materials Management Information System (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 Team Lead, 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.

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.

• 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.

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.

LICENSES AND CERTIFICATIONS - REQUIRED

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

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

Houston Methodist Cypress Hospital, scheduled to open in the first quarter of 2025, will be Houston Methodist's ninth hospital and will incorporate the most advanced technology available from the day the doors open. With 100 beds (at our opening; licensed for 276) and a prime location in the heart of the rapidly growing U.S. 290 corridor, the hospital will be equipped with technologically advanced innovations implemented during COVID, many of them designed to make patient communication with physicians, staff and families the very best and most effective in any health care facility. Even though the hospital won't be fully operational until 2025, we have several services and specialties opening in 2024.