HNHB Local Health Integration Network

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Permanent Full Time Procurement Analyst

Permanent Full Time Procurement Analyst

Competition Number 
U.17/18.378-E
Branch 
Hamilton
Site 
HAMILTON - Office
Position Group 
OPSEU
Type 
Permanent
Closing Date 
12/24/2017
Length of Term 
n/a
Hours of Work 
Monday - Friday, 8:30am - 4:30pm
Wage 
..

More information about this job

Position Summary

Reporting to the Supervisor, Procurement, the Procurement Analyst is responsible for supporting activities related to procurement across the LHIN. The Procurement Analyst completes accurate data entry, updating and changing existing data in the CHRIS application related to all service provider contracts, e.g. Patient Care (Nursing, Personal Support/Homemaking, PT, OT, SLP, SW and Nut.), medical supplies and equipment. Requests reports from CHRIS, performs analysis of the results using self-designed or customized spreadsheets to support projects for procurement or other departments. Supports the organization with on-going initiatives relating to the CHRIS application for medical supplies and equipment and ensures high standards of data accuracy and quality, e.g. tracking exceptional items. Ensures CHRIS reflects all current provider rates and contract information, and maintains the complete medical supply and equipment database.  Tracks supply and equipment utilization through the customized CHRIS reports and shares the results with other LHIN departments as applicable. Works with LHIN’s medical supply and equipment vendors, service providers and LHIN staff to ensure availability issues and new product requests are managed appropriately and communicated to all stakeholders.  Prepares extracts from CHRIS used to update service provider contracts, e.g. contract end dates, billing codes, and rates.  Uses Excel and other software applications to track or create tools to track (monitor) contract details for client or corporate service contracts.  Participates in corporate-wide procurement activities including the preparation of price forms, obtaining quotations, proposal evaluation and telephone reference checks. 

 

*Please note, applications will be considered on an ongoing basis - so apply today!

Core Duties - Responsibilities

Procurement

  • Assists in the development, management and coordination of all aspects of the RFQ/RFP process including conducting reference checks, obtaining quotes for products/services, preparing price forms, and participating in compliance checks as directed by the Supervisor/Director
  • Develops a Basis of Recommendation (BOR) demonstrating the Procurement Strategy for all competitive purchases.
  • Drafts single/sole source justifications in collaboration with the customer for senior management approval.
  • Participates in provincial initiatives (Ontario Gov’t VORs), as appropriate.
  • Acts as the LHIN’s Ontario Government VOR expert and advises customers on its process.
  • Ensures all procurement activity is reviewed to determine applicability of Ontario Government VORs.
  • Coordinates data collection from LHIN branches to assist in preparation of RFPsand , RFQs and contract documents and other reports
  • Conducts focus groups with LHIN staff/providers to obtain input for RFPs/RFQs or service contract changes
  • Participates in evaluation of provincial pre-qualification submissions
  • Participates in the evaluation of RFP/RFQ Proposals
  • Participates in interviews and site visits for short-listed Respondents
  • Maintains RFP/RFQ documentation including but not limited to RFQ/RFP documents, addenda, Questions and Answers submitted by Respondents, Respondents’ questions and answers documents, score sheets, and memos/correspondence sent to and from Respondents
  • Populates/maintains master databases for use during RFP/RFQ and contract renewals
  • Is familiar with the RFP/RFQ template documents
  • Coordinates and leads all activities related to specific projects that have been assigned

 

Contract Management

  • Accurately and effectively completes data entry of new provider and vendor contracts in the CHRIS application including contract start and end dates, contract codes and descriptions, billing codes and description, rates and other information related to new contracts as directed by the Supervisor/Director
  • Generates reports from CHRIS as required for Patient Care and Finance regarding contracts
  • Responds to internal and external enquiries regarding codes, contract status in CHRIS
  • Identifies, detects and solves related problems
  • Works independently with the HSSO to prepare and test scripts for updates to CHRIS
  • Communicates with the appropriate nursing, therapy providers and LHIN patient care staff when products are no longer available from manufacturer or vendor
  • Prepares amendments to additional products to contracts for review by Supervisor/Director
  • Conducts a periodic review/analysis of special products and makes recommendations to Supervisor/Director about possible efficiencies, improvements
  • Participates on MSE Product Selection/Review Committee as required
  • Responds to Supportline requests related to MSE product requests and contract issues
  • Liaises with and advises supervisors and directors from other departments within the LHIN including Patient Care, IT and Finance
  • Assists in the management of all LHIN Patient Care contracts under supervision of the Supervisor, Procurement
  • Drafts contract extensions and contract amendments for the approval of the Supervisor, Procurement
  • Identifies appropriate contract requirements for LHIN staff
  • Is responsible for ensuring that signed legal contract documentation is available and secure for all LHIN patient care contracts. Oversees incoming and outgoing contracts, contract extensions, contract amendments, and terminations
  • Conducts focus groups with LHIN staff/service providers to obtain input on service delivery challenges and other areas of interest
  • Ensures financial statements for contracted agencies are received and maintained. Responsible to follow up with service providers regarding delayed receipt of financial statements.
  • Obtains insurance certificates, when applicable.
  • Monitors and manages addition of new medical supplies and equipment to contracts
  • Works with Patient Care and IT staff and service MSE providers to add new products to MSE contracts
  • Maintains the LHIN contract data in the HSSO contract data base
  • Assists the Supervisor, Service Provider Monitoring in obtaining contract performance data from service providers
  • Assists the Supervisor, Patient Care Procurement and the Supervisor, Service Provider Monitoring in monitoring service provider performance improvement plans

 

School Agreements

  • Prepares and monitors home/private school contracts, including renewals and updated rate sheets
  • Acts as LHIN liason with school administrators with regard to agreements.
  • Liaises with and advises supervisors and directors from other departments within the LHIN including Patient Care.
  • Sets up billing codes in CHRIS to reflect school agreements.

 

Other Related Activities

  • Participates on LHIN internal and external committees as required
  • Assists with the collection and preparation of information in response to requests from service providers
  • Participates in service provider meetings as required
  • Prepares updates of LHIN contract, RFP/RFQ policies and procedures as directed
  • Assists in preparation of required documentation for accreditation process related to RFPs/RFQs and contracts
  • Assists in orientation of new LHIN and service provider staff to RFPs, procurement and contract processes
  • Leads and/or participates in and demonstrates an understanding of quality, risk and client safety principles and practices
  • Follows all safe work practices and procedures and immediately communicates any activity or action which may constitute a risk to quality, and client safety
  • Generates spreadsheets as required
  • Collaborates with Procurement team members regarding coverage and provides general coverage within the procurement department
  • Acts as a resource for internal and external stakeholders
  • Project management; assists with new initiatives as they relate to position
  • Participates in education events, participates on committees
  • Travel to LHIN’s 6 main branches as needed
  • Other related duties as assigned

 

Patient Safety

  • Promotes patient safety in alignment with the Vision, Mission, Values and Strategic Directions of the LHIN
  • Works within the basic principles of patient safety by doing the right thing for the right patient, using the right method at the right time
  • Adheres to LHIN’s patient safety policies and procedures

Qualifications

  • A university degree in a related discipline (Business Administration, Law Clerk or Health Sciences) or equivalent combination of education and experience
  • Experience working with and knowledge of contracts, RFPs/RFQs, and contract monitoring processes
  • At least two (2) years working in a LHIN or service provider setting preferred

 

Skills & Abilities

  • Working knowledge of LHIN’s service request process, e.g. offers, workflow processes, special product requests
  • Exceptional knowledge of CHRIS (Client Health Record Information System)
  • 6-12 months experience with CHRIS applications (patient care, medical supplies and equipment)
  • Data entry experience in CHRIS maintenance environment
  • Working knowledge of tax requirements related to Patient Care and products
  • Understands the data entry rules in CHRIS as prescribed by the HSSO
  • Expertise with MS Excel and MS Access
  • Working knowledge of the other Microsoft Office software applications, i.e. Outlook, Word, and Power Point
  • Self-Directed; ability to work independently and in cross sector/intra organizational teams
  • Demonstrated abilities in statistics, analyzing and manipulating data, and report generation
  • Self motivated and initiates follow-up as required
  • Demonstrated project management skills
  • Highly organized, accurate, and detail oriented
  • Written and verbal communication skills
  • Decision making, planning, organization and time management skills
  • Proficiency in computer software applications, data collection and reporting methodologies and other software as required by the position
  • Customer service and interpersonal skills
  • Keyboarding
  • Strong problem solving, analytical and decision making ability when handling issues of ambiguity and change
  • Patience
  • Collaborates and maintains positive working relationship with external and internal contacts
  • Superior knowledge and experience with external partners, particularly supply vendors
  • Attention to detail, accuracy
  • Methodological approach
  • Ability to adhere to a strict standards for adding contract data to CHRIS including billing codes, contract dates, rates, geo areas, etc.
  • High level of discretion; ability to maintain confidentiality where necessary and appropriate

Other

  • Must possess valid driver’s license and own transportation