Medical Equipment Coordinator

ABOUT AUSTIN REGIONAL CLINIC: Austin Regional Clinic has been voted a top Central Texas employer by our employees for over 15 years! We are one of central Texas’ largest professional medical groups with 35+ locations and we are continuing to grow. We offer the following benefits to eligible team members: Medical, Dental, Vision, Flexible Spending Accounts, PTO, 401(k), EAP, Life Insurance, Long Term Disability, Tuition Reimbursement, Child Care Assistance, Health & Fitness, Sick Child Care Assistance, Development and more.

For additional information visit https://www.austinregionalclinic.com/careers/ PURPOSE The Medical Equipment Coordinator will oversee the day-to-day management and lifecycle of medical equipment across our multi-location physician practice. This position will serve as the primary point of coordination for medical equipment inventory, maintenance, repairs, warranties, service agreements, and vendor relationships.

The Medical Equipment Coordinator will work closely with clinical and facilities teams to ensure equipment is available, properly maintained, appropriately documented, and functioning when and where it is needed. Carries out all duties while maintaining compliance and confidentiality and promoting the mission and philosophy of the organization.

ESSENTIAL FUNCTIONS

Maintains a comprehensive and accurate inventory of medical equipment across all locations. Tracks equipment by location, department, equipment type, manufacturer, model, serial number, asset number, purchase date, warranty status, service agreement, and other relevant information. Coordinates the movement, reassignment, replacement, and retirement of medical equipment between locations.

Assists with periodic physical inventories and reconciliation of equipment records. Identifies equipment approaching end-of-life, warranty expiration, or anticipated replacement. Supports planning for equipment replacement and capital needs by providing accurate equipment and lifecycle information. Maintains appropriate documentation related to equipment transfers, repairs, maintenance, and disposal.

Serves as the primary point of contact for clinical and operational staff regarding medical equipment issues. Monitors and responds to equipment-related tickets and service requests in a timely manner. Assesses requests and coordinate the appropriate response, including troubleshooting, vendor repair, warranty service, equipment replacement, or escalation.

Coordinates preventive maintenance and other required servicing of medical equipment. Schedules vendor service visits and communicates with clinical teams to minimize disruption to patient care. Tracks open repairs and maintenance requests through completion and provides updates to requesting departments. Maintains repair and maintenance histories for applicable equipment.

Identifies recurring equipment problems and escalate trends that may warrant replacement or additional vendor intervention. Maintains centralized records of equipment warranties, preventive maintenance agreements, and service contracts. Tracks warranty and contract effective dates, expiration dates, covered equipment, service levels, and other key terms.

Ensures warranty coverage is appropriately utilized before incurring outside repair expenses. Coordinates warranty claims and service-contract requests with vendors. Monitors upcoming contract and warranty expirations and proactively communicates renewal or replacement needs. Assists leadership with evaluating whether service agreements should be renewed, modified, or discontinued based on equipment utilization, repair history, cost, and operational needs.

Reviews vendor invoices for repairs and service to help confirm services performed and appropriate use of warranty or contract coverage. Serves as a primary operational contact for medical equipment manufacturers, repair providers, and service-contract vendors. Develops effective working relationships with vendors and hold vendors accountable for service expectations and response times.

Coordinates vendor access to practice locations and clinical areas as needed. Maintains current vendor contact information and documentation. Assists with obtaining repair estimates, service proposals, warranty information, and service-contract pricing. Escalates vendor performance issues and recurring service concerns to appropriate leadership.

Develops strong working relationships with clinical and operational staff. Meets with clinical teams as needed to understand equipment concerns, operational needs, and anticipated equipment requirements. Helps determine whether an equipment need can be addressed through repair, relocation of existing equipment, replacement, or acquisition of new equipment.

Coordinates equipment installations, replacements, and removals with clinical and operational teams. Communicates planned maintenance or equipment downtime to affected departments. Develops and maintains standardized processes for equipment tracking, repairs, preventive maintenance, warranties, service contracts, and vendor management.

Prepares reports regarding equipment inventory, maintenance status, repair activity, service-contract costs, warranty expirations, equipment age, and replacement needs. Identifies opportunities to reduce equipment downtime, avoid unnecessary repair costs, consolidate service agreements, and improve equipment utilization.

Supports internal controls and organizational policies related to medical equipment acquisition, tracking, safeguarding, and disposal. Coordinates training of clinical staff on how to use new equipment safely and properly. Keeps documentation ready for safety and quality assurance checks. Adheres to all company policies, including but not limited to, OSHA, HIPAA, compliance and Code of Conduct.

Regular and dependable attendance. Follows the core competencies set forth by the Company, which are available for review on ARC SharePoint. Works holiday shift(s) as required by Company policy. OTHER DUTIES AND RESPONSIBILITIES Participates in special assigned projects as needed. Performs other duties as assigned.

QUALIFICATIONS

High school diploma required. At least 2 or more years of experience in medical equipment management, healthcare operations, biomedical equipment support, facilities/equipment management, or equipment repair business. Preferred: Associate degree or certificate in biomedical technology or healthcare administration or closely related area(s).

Experience working within a physician practice, ambulatory healthcare organization, hospital, surgery center, or other multi-site healthcare environment. Experience maintaining medical equipment inventories or asset-management databases. Experience administering medical equipment warranties and service agreements. Familiarity with preventive maintenance requirements and healthcare equipment-management practices.

Experience working with medical equipment manufacturers and third-party service providers. Knowledge, Skills and Abilities Knowledge of principles and practices of safety management. Knowledge of office procedures, methods and equipment including computers and applicable software applications. Knowledge of pertinent local, state and federal laws, ordinances, codes and rules.

Excellent customer service skills; understands when, what and how to communicate to customers before, during and after any change. Excellent interpersonal & problem solving skills. Excellent computer and keyboarding skills, including familiarity with Windows. Excellent verbal and written communication skills. Ability to interpret and explain pertinent department policies and procedures.

Ability to track many active contracts and repair tickets at the same time. Good use of computer databases, spreadsheets and asset management software. Ability to establish and maintain effective working relationships with those contacted during the course of business while demonstrating tact and diplomacy. Strong organizational abilities including a penchant for documentation.

Must be a self-starter and self-motivated to persevere until the job is done and fully accounted for. Ability to work in a team environment. Ability to engage others, listen and adapt response to meet others’ needs. Ability to align own actions with those of other team members committed to common goals. Ability to manage competing priorities.

Ability to perform job duties in a professional manner at all times. Ability to understand, recall, and communicate, factual information. Ability to understand, recall, and apply oral and/or written instructions or other information. Ability to organize thoughts and ideas into understandable terminology. Ability to apply common sense in performing job.

Work Schedule: Monday

• Friday 8AM - 5PM (Times may vary based on needs by the clinics)