HTM Contract Manager

Advocate Health and Hospitals Corporation•Burlington, WI

1d•Hybrid

About The Position

This role is primarily remote with possibility of travel as needed for meetings, training, or business-related activities. The HTM Contract Manager manages a portfolio of over 110+ service agreements totaling over $40+ million per year in spends. They serve as the first point of contact for managing contracted vendor relationships, creating a shared focus on achieving results, and ensuring consistent communication. The role involves identifying standardization opportunities, initiating negotiations for agreements, and working with HTM management to improve contract processing. Responsibilities include monitoring contract change dates, processing amendments, obtaining rate increases, and coordinating approvals for various forms. The manager consults with Legal on contractual issues and ensures all relevant departments' evaluations are triggered. They develop and publish communication on assigned HTM contracts, communicate vendor and contract status, and may lead teams for special projects. The role also involves activating GPO contract pricing, ensuring contracts are loaded with correct pricing, and auditing vendor adherence to support agreements. A key function is building, updating, and maintaining the accuracy of the HTM department contract database and data integrity. The manager utilizes the database to develop reports for analyzing payment issues, amortization, accruals, budget projections, and invoice payments. They review, audit, and process invoices against contracts, analyze trends for payment anomalies, and communicate with accounts payable and HTM leadership to resolve discrepancies. Credit memos are requested and processed to correct contracts and general ledgers. The role utilizes systems to track and maintain reporting tools for business decisions, including savings, ROI, and compliance, and presents HTM savings found through auditing.

Requirements

Bachelor's Degree in Health Care Administration or Business or related field.
Typically requires 5 years minimum experience in contract and/or vendor management, data analysis and reporting, and capital technology support within a healthcare technology management environment
Excellent human relations and analytical skills.
Self-motivated with the ability to independently schedule, organize and manage self with minimal supervision
Demonstrated ability to function independently within a broad scope of guidelines and to instruct, guide, assign, advise, and lead team members
Ability to effectively manage time and resources in a dynamic, complex, and highly visible environment with multiple dependencies, competing interests, and challenging timelines
Excellent project management skills and ability to multi-task and manage time effectively.
Advanced understanding of contract management processes, procedures and terms and conditions.
Ability to take responsibility for a large portfolio including multiple strategic contracts, categories, interpret highly technical analysis in non-technical terms for management reporting, manage complex issues, drive incremental contract savings, and develop strategic relationships.
Understanding of basic accounting concepts.
Ability to effectively communicate and partner with HTM Leadership, Clinical Leadership (site customers), and vendor contract management/executives
Advanced written and verbal communication skills and excellent organizational skills

Nice To Haves

None Required.

Responsibilities

Manages a portfolio of over 110+ service agreements totaling over $40+ million per year in spends.
Serves as first point of contact for the management of contracted vendor relationships to provide a conduit for two-way communication between the vendor and organizational HTM leadership and site Clinical Leaders (Customers).
Creates a shared focus on the importance of achieving results within the team.
Focuses on meeting commitments while maintaining a high level of engagement through consistent communication.
Recognizes issues that need escalation and effectively communicates actionable recommendations to the appropriate leaders for quick remediation.
Identifies standardization opportunities, recommendations, and service evaluations.
Initiate negotiations, cost to value assessments, extensions, or terminations of agreements with suppliers, manufacturers, service providers, and equipment providers.
Works in partnership with HTM management to improve contract processing through identified process improvement activities, recommend potential contractual amendments
Monitors contracts change dates, initiates, and processes necessary amendments, obtain and validate rate increases, fee schedules, and reimbursement methodologies
Completes and coordinates the approvals of: HTM contract justification form, AH Legal CRAF forms, HIT Technology Review questionnaire.
Consults with Legal on contractual issues and ensures legal terms and conditions exceed the requirements of Advocate Aurora Health Care and are signed by authorized agents.
Confirms all other relevant departments’ evaluations of contracts are triggered (IT, Data Security, etc.) which can vary by contract type.
Hold meetings with relevant departments as needed to facilitate contract processing to completion.
Develops and publishes all communication on assigned HTM contracts, related email communications, reference tools, product and rate summaries, prior authorization requirements and other contract operational documents.
Communicates vendor and contract status to the HTM leaders requesting use of that vendor.
May lead a team for special project/review for system level agreements.
Consults with and activates GPO contract pricing when HTM contracts align with category strategies.
Understands the benefits of using GPO contracts and ensures all contracts are loaded with correct/current pricing in the HTM medical equipment database (CMMS) and updates future pricing monthly before effective date expires.
Ensures contracted support vendors adhere to the defined terms of support agreements by understanding, reviewing, and auditing applicable cost metrics.
Builds, updates, and maintains the accuracy of the HTM department contract database and data integrity for contracts and the associated contract-covered assets.
Utilizes database to develop detailed standard and ad-hoc reports such as to analyze underpayment and overpayment issues, Amortization of high dollar agreements, tracking monthly and annual Accruals, Budgetary projection/adherence, Invoice Payments, and to support department projects and initiatives align with the organization’s overall strategic initiatives and goals.
Reviews, Audits, and Processes invoices against contracts and corresponding addendums to ensure proper payment, to include coding to proper general ledger and department account and associated HTM assets covered by the agreement.
Analyzes trends in data to develop excel spreadsheets for payment anomalies.
Communicates with any respective accounts payable personnel, HTM Business Office, and HTM Senior Leadership to resolve invoice pricing discrepancies and adjust purchase requests/orders accordingly to ensure proper invoice payment and budgeting and database updates.
Requests and processes credit memos to correct contracts and general ledger.
Utilizes systems and software to track, develop, and maintain reporting tools to support business decisions, which include reports on savings, return on investment, and compliance.
Presents HTM savings found through auditing of contract language and invoice discrepancies.

Benefits

Compensation Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
Premium pay such as shift, on call, and more based on a teammate's job
Incentive pay for select positions
Opportunity for annual increases based on performance
Paid Time Off programs
Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
Flexible Spending Accounts for eligible health care and dependent care expenses
Family benefits such as adoption assistance and paid parental leave
Defined contribution retirement plans with employer match and other financial wellness programs
Educational Assistance Program