What are the responsibilities and job description for the Purchasing Agent position at Good Shepherd Rehabilitation?
- JOB SUMMARY
- To acquire goods and services in accordance with Good Shepherd’s mission, values and policies while maintaining the critical balance between organizational, financial and patient care objectives. Also provide a variety of medical and non-medical supplies and equipment and other materials by pricing and negotiations.
- ESSENTIAL FUNCTIONS
- DEVELOPS SOURCES FOR THE PROCUREMENT OF SUPPLIES, SERVICES AND EQUIPMENT
- Makes initial contact with potential vendors for the purpose of determining their ability to provide goods and services.
- Attends vendor fairs, demonstrations and educational workshops when available for the purpose of evaluating potential vendor provided products and services.
- Reviews professional publications for new provider sources, trends and other developments which have the potential to impact the decisions of the organization in vendor selection.
- Establishes and maintains a professional network of relations with vendor account representatives for the purpose of maintaining an orderly exchange of information with regard to organizational relations.
- PROCURES SUPPLIES AND EQUIPMENT
- Reviews requisitions for accuracy, completeness and compliance with policy.
- Keeps alert for unusual patterns of usage, spikes in demand, or other potentials for supply disruption.
- Confers with vendors regarding ability and availability of products and services to fulfill demand.
- Selects between approved products and equipment by determining the lowest total cost of ownership.
- When making one time high dollar purchases, as defined by established procedures, uses a comparative bidding process to determine the most advantageous acquisition.
- Determines the best method of acquisition on an ongoing basis.
- Facilitates the expedited purchases as required to fulfill clinical needs.
- Purchases supplies using a corporate Procurement Card.
- PROVIDES INFORMATION REGARDING SUPPLY, SERVICE AND EQUIPMENT SELECTION
- Participates in the “Request for Proposal/Quote/Pricing” process as deemed required by internal customers, management and organizational goals or directives.
- Processes requests for information from GSRN internal customers and locations, revising and clarifying as necessary before transmitting to vendors.
- Facilitates material substitutions by coordinating conditional approvals as necessary.
- Provides information and analysis necessary for decision making regarding product standardization.
- Investigates potential vendors in regard to business practices, performance and customer satisfaction to provide for sound decision making by the Good Shepherd representative.
- Acquires samples, schedules training sessions and facilitates implementation of new product lines as necessary to provide for a coordinated process of product replacement.
- Maintains a representative voice in committees and groups involved in equipment, product, service and vendor selection processes throughout the organization, delegating that representation to others within Materials Management as necessary.
- Coordinates all rental equipment, tracks , reviews, and calls for return pick-up as appropriate.
- Tracks consigned equipment and coordinates repairs to them.
- Coordinates and facilitates returns of medical and non-medical supplies and equipment.
- Monitors NRAC national recall communication to check for recalled supplies or equipment previously purchased by GSRN or GSPP.
- FACILITATES VENDOR SELECTION AND CONTRACTING PROCESSES AS PART OF A MULTIFUNCTIONAL TEAM
- Obtains customer needs pertaining to product/equipment/service specifications and requirements
- Researches market and vendor choices by utilizing all available tools
- Analyzes results concerning each vendor’s products and/or services with regard to their value to customer
- Initiates negotiation process with each selected vendor with focus on pricing, services and terms
- Assists in selecting vendor based upon best overall advantage to Good Shepherd, patients and clinical outcomes
- Obtains approval of contract and facilitates implementation
- MONITORS QUALITY OF SUPPLIES, SERVICE AND EQUIPMENT
- Ensures adherence to established quality standards.
- Documents, investigates and discusses occasions of defective or unacceptable goods, services or equipment with internal customers, vendors, management, professional groups, regulatory agencies and legal counsel as necessary.
- Performs process analysis to determine root causes of insufficient fulfillment of the needs of the internal customers, devising and implementing corrective actions as required.
- Acts as an initial arbiter of disputes regarding equipment, products and services, initiating the involvement of other interested parties as necessary to resolve the dispute.
- SUSTAINS COMPETITIVE COST PROFILES
- Analyzes available contract pricing from Group Purchasing Organizations and other cooperative sources.
- Negotiates advantageous pricing and disposal costs.
- Researches new sources for competitive pricing profiles.
- Looks for opportunities for cost reductions based on usage profiles and disposal methods.
- Documents cost savings in accordance with annual goals.
- ASSURES PROPER PRICING
- Uses the most advantageous available pricing structure when interacting with vendors.
- Ensures the negotiated price is invoiced by verifying and authorizing invoices for payment whenever a discrepancy may arise.
- Ensures correct pricing in MMIS database.
- TRACKS PATIENT RELATED EQUIPMENT RENTALS AND LEASES
- Tracks rentals and leases in MMIS.
- Tracks on/off dates, room numbers and PO numbers in MMIS.
- KEEPS CUSTOMERS INFORMED AND EDUCATED
- Educates customers regarding Purchasing policies and the customer role within these policies.
- Invites customers to participate in the vendor selection process whenever possible.
- Confirms and clarifies orders and communicates essential information to the requestor.
- Notes shipping dates or back-order delays by entering expected delivery into the MMIS.
- Keeps customer informed of any pertinent information regarding their requests.
- Assists internal customers with remedial training necessary to perform informational input tasks.
- TAKES NECESSARY STEPS WITH VENDORS FOR EMERGENCY PREPAREDNESS
- Contacts vendors based on product need to ensure their support during an emergency or event.
- Ensures vendor has dedicated emergency contacts, their response time and requested product.
- Obtain and maintain vendor’s emergency plan / procedure.
- Compiles a list of vendors with emergency numbers, response time and products purchased / rented from those vendors.
- MAINTAINS RECORDS
- Enters purchase information into MMIS.
- Files documents for retention as established by procedure.
- Assists Auditors, Finance and Risk Management representatives as appropriate in providing requested information for the purpose of providing necessary documentation for completion of the audit.
- SUPPORTS PROFESSIONAL DEVELOPMENT OF THE MATERIALS MANAGEMENT TEAM
- Mentors other members of the department by providing guidance and resources as appropriate.
- Attends programs, seminars and educational workshops to assure proficiency and expertise for the management of products, services and equipment.
- QUALIFICATIONS:
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education
- Bachelor's degree required OR
- Previous, significant experience may be substituted
- Work Experience
- 5-7 years of experience with hospital purchasing, materials management, or directly related field such as supply and distribution required
- Licenses / Certifications
- Professional certification in Materials Management, Procurement or related field preferred
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