Purchasing Agent

Department of Veterans Affairs•Dallas, TX

27d•Onsite

About The Position

This position is organizationally located in the Prosthetic Service within the Medical Center. The incumbent will work under the supervision of the Chief and Assistant Chief of Prosthetic Service. The incumbent has coordination and active involvement with various Community Based Outpatient Clinics (CBOCs) throughout VISN 17. The incumbent receives and analyzes Prosthetic Consults, and prescriptions (VAF 10-2431) for items, services and home medical equipment from physicians, therapists, medical center personnel, patients or their representatives. The incumbent receives and analyzes Prosthetic Consults, and prescriptions (VAF 10-2431) for items, services and home medical equipment from physicians, therapists, medical center personnel, patients or their representatives. The incumbent reviews requests for completeness, comparing disability or diagnosis to equipment and/or services normally provided for the condition for which they are requested, and ensures that the proper documentation has been provided to justify the issuance and make arrangements to procure these items. This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-6. At the GS-5 grade level, the employee performs assignments of a more limited scope and with less independence.

Responsibilities

The incumbent receives and analyzes Prosthetic Consults, and prescriptions for items, services and home medical equipment.
The incumbent reviews requests for completeness, proper documentation and make arrangements to procure these items.
Establishes workflow protocols to ensure the timely execution of work. Coordinate work for special circumstances.
As the subject matter expert (SME), will advise other services on the policies and procedures to establish requisitions for services, equipment and commodities.
Review requests from various sources and making substitutions if necessary (within scope). As a subject matter expert, the incumbent will provide general guidance to potential vendors on requirements and information needed to be entered into the VHA's local vendor file.
Examine clinical health records and claims folders to determine eligibility and entitlement for items and services.
Advise Veterans and clinicians in relation to eligibility for entitlements for items and services.
Review clinical requests, determine sources and determine the availability of replacement parts and alternatives for power mobility, artificial limbs and other pieces of medical equipment. Review unique requests to ensure the requesting entity has addressed any special prescribing procedure or guidance. Reconcile all invoices for certification of payment by reviewing Veteran records against invoices to ensure that accurate cost is being charged for service/item rendered and verifies the correct total cost.
Follow up in relation to parts and labor orders, returns shipping back to manufactures and accounting for warranty work. Maintain accurate records of transactions and to complete all adjustments to computerized system. Maintain accurate funding, billing, reconciling of accounts and sub-account balances to include the Prompt Payment Act as it affects vendors and the payment process between vendors and the VA Medical Center.
Procures specialized medical equipment, supplies and services for Veterans. Examples include but are not limited to augmented speech devices specialized for veterans individual need such as eye tracking, Custom wheelchairs built with measurements and specs unique to the veteran, vehicle modifications, specialized ramping with prep work and labor. Review of various configurations and determine the most cost effective to meet the veterans need.
Procure specialized medical equipment with critical and unique characteristics and associated guidance from a variety of sources.
Purchases various equipment, supplies, and services through the use of the government purchase card for micro purchase. The incumbent will be responsible and knowledgeable in various purchasing strategies, such as how to solicit, who to solicit, what clauses to include, which offers to accept or how much lead time.
The incumbent will negotiate prices with sole source vendors, persuade reluctant vendors and collect data for requirements not previously required.
Authorizes and prepares complex purchase orders for a wide variety of devices, medical supplies and durable medical equipment. Prepares complex purchase orders for a wide variety of devices, medical supplies and durable medical equipment.
The incumbent will also coordinate work with local vendors. Follow up communication and amendments to purchase orders are required to adjust for parts and labor, shipping parts back to manufactures and accounting for warranty work. Represents the VA in discussions with vendors/contractors to obtain agreement on micro purchases and vendor/contractor compliance. Monitor vendor performance through personal contact, review progress reports, and discuss reasons for delays, failures, or price changes.
Performs other duties as assigned.