OR Buyer

Supply Chain Or Buyer

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives. This position will receive direction from the Director and Manager of Purchasing and work closely with the OR Manager. This position is responsible for the coordination and delivery of supplies and services that include the procurement, issuing, control, put away and distribution of inventory supplies and materials for Surgical Services. Will assist with maintaining and monitoring inventory by creating requisitions and purchase orders through Workday or other Supply Chain systems assuring accurate inventory levels are met in a timely fashion. The Supply Chain OR buyer must possess strong interpersonal, analytical and technical skills in order to effectively communicate with Suppliers, Management, and OR Clinical Leadership. Performs all other duties as assigned accordingly to meet the objectives of the Supply Chain department and Beth Israel Lahey Health.

Essential Duties & Responsibilities including but not limited to:

1. Processes purchase requisitions and Initiate Purchase Orders to Suppliers.

• Communicates with departments about product replacements, supply chain issues and delays, helping to establish reasonable delivery expectations.
• Recommends par levels based on prior practices and expected delivery and supply issues. Assess short and long term trends in supply and demand to adjust ordering practices and recommended par levels.
• Utilizing a non-clinical comprehension of the hospital supplies collaborates with various departments and physicians to find the best alternatives for meeting the OR supply needs.
• Researches and assesses supply chain timelines and cost issues when considering replacements/new supply chain alternatives. Uses reasonable discretion to make decisions based on the analysis or, when appropriate, utilizes the analysis to bring recommendations to the Director of Purchasing.
• Responds promptly to urgent supply requests, researching alternatives by seeking alternative vendors or arrangements and/or discussing substitutions with end user/manager.
• Fields questions understanding that departments, co-workers and physicians are the customer, addressing their issues courteously and promptly.

2. Controls Hospital costs.

• Audits invoices, verifying received quantities against delivery receipts and accurate pricing. Addresses variances with suppliers.
• Processes invoices, attempting to comply with the terms of payment requested/required by suppliers.
• Collaborates with suppliers and accounts payable to try to streamline the process and to capitalize on discount opportunities.
• Processes returns and monitors the receipt of credits.
• Brings cost saving and other vendor-related opportunities to the Director of Purchasing's attention, communicating the feasibility of the opportunity and recommendation.
• Provides comprehensive and accurate documentation to Finance to ensure accounting of supplies are charged accurately and appropriately.
• Collaborates with department leaders on cost containment initiatives.

3. OR Inventory Management

• Assist with Cycle Counts, Issues, Returns and Adjusts quantities, Update Par Levels and locations.
• Adds and Deletes Inventory items when needed, makes arrangements to Transport stock between locations.
• Obtains Specialty and Loaner Items, Review OR schedules to identify cases requiring non-stock supplies, Coordinate delivery with sales reps and OR staff, Respond to Physician and/or Service Leader requests.
• Maintain Patient Chargeable Item Information, Identify chargeable items and obtain charge codes from.

4. Patient Accounts, Respond to billers requests for item pricing when not in system.

• Maintain Implant Records, Issue Purchase Orders for consigned implants maintaining file of case sheets within Supply Chain office.
• Responds to Immediate OR requests for supplies utilizing various resources including sales reps, other hospitals, couriers in order to obtain what is needed for current or emergent cases.
• Put away OR stock and manage daily transactions to insure for accurate inventory levels
• Assists with annual fiscal year end OR inventory
• Assist with the Bill only process

5. Maintains collaborative relationships with suppliers and manufacturing representatives.

6. Participates in department and hospital-wide performance improvement initiatives intended to improve efficiency and/or to reduce the cost of the supply process. Makes recommendations through the chain of command and to address opportunities for streamlining processes and cost containment.

7. Incorporates The BILH Guiding Principle, Mission Statement and Goals into daily activities.

8. Complies with all BILH Policies.

9. Complies with behavioral expectations of the department and BILH.

10. Maintains courteous and effective interactions with colleagues.

11. Demonstrates an understanding of the job description, performance expectations, and competency assessment.

12. Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.

13. Participates in departmental and/or interdepartmental quality improvement activities.

14. Participates in and successfully completes Mandatory Education.

15. Keeps abreast of developments in the field and/or licensure through continuing education, participation in professional organizations or a combination of both

16. Performs all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education: High School Diploma required, Bachelor's degree preferred

Licensure, Certification & Registration: None

Experience: Four (4) years purchasing or materials management experience, preferably in an OR healthcare setting; Hospital based Purchasing experience is strongly preferred

Skills, Knowledge & Abilities: Proficiency in Microsoft Office applications; Ability to communicate issues clearly and concisely

Strong organizational skills required

Ability to set and adjust priorities and handle emergency situations

Preferred Qualifications & Skills: Workday Supply Chain experience preferred

Dept/Unit Specific Skills: General knowledge of OR Med/Surgical supplies

Physical Requirements & Environment:

• The position requires periods of concentrated mental and visual attention.
• Nature of Work requires lifting or moving light weight up to 20 pounds.
• Flow of work and character of duties require average manual coordination.
• Duties require average range of motion.
• Performance of duties allows for variation in positioning and tasks.
• Assignments require occasional repetitive motion.
• Working conditions include minimal exposure to elements such as odor, noise, dust, chemicals, temperature extremes or airborne pathogens.
• Performance of duties generally does not involve exposure to hazardous materials.