PURCHASING COORDINATOR

UHS•Winter Park, FL

41d

About The Position

The Purchasing Coordinator is responsible for ordering, receiving, storing and controlling goods and services necessary for hospital operations in a cost-effective manner and in accordance with established procedures. As part of the Finance department, this position also performs insurance verifications, billing, follow-up, and collection efforts. Assists in the admission process of patients and assist families/guardians with financial arrangements. Other duties as assigned.

Requirements

High school graduate, or equivalent required.
Minimum of two (2) years’ experience preferred.
Ability to deal with diverse and stress-related situations in a calm manner.
Must be detail oriented with a high degree of accuracy.
Effective oral and written communication and guest relation skills required.
Must have good organizational and computer technical skills and ability to set priorities.
Demonstrated competency in Purchasing processes and procedures and Fixed Asset Acquisition processes and procedures
Visual acuity, accurate hearing, extensive sitting, and ability to lift twenty (40) pounds.
Extensive standing, walking, and sitting. Intermittent bending, stooping, reaching, grabbing, holding, crouching, and climbing.
Performs other duties as assigned by the CFO.

Responsibilities

Recommend items to be stocked as inventory items in the facility.
Ensures that a Purchase Request form for any non-stocked items is completed accurately and approved.
Prepare and document sequential purchase orders for those purchases from which an approved Purchase Request form has been completed.
Prepare a Vendor Master Approval form for new vendors prior to issuing a purchase order for that vendor.
Perform a physical count and visually inspect received packages and verify agreement with the packing list.
Distribute inventory items to departments based on receipt of request form from departments. Track items issued, send schedule of materials delivered, by department for the month to Accounting for journal entry to transfer expense.
Maintain system for replenishing inventory items based on usage and par levels.
Coordinate annual inventory count.
Train department managers in the procurement process and completion of Purchase Request forms,
Ensure that the most cost-effective vendor is used.
Ensure that the capital Appropriation Request (CAR) is followed for purchases or lease of durable equipment with a cost greater than $500 and a useful life of two years or greater.
Obtain or ensure that competing quotes are received for fixed asset purchases.
Ensure that all projects that require a physical change to the facility structure have an approved Project Authorization Cost (PAC) form.
Upon selection of a vendor for a fixed asset purchase, initiate the CAR in electronic form.
Assists families/guardians with financial arrangements/payments on site.
Maintains departmental duties in accordance with facility policies and procedures.
Responds to other staff in a professional and service-oriented manner.
Maintains confidentiality of information handled.
Verifies insurance coverage for potential patients in a timely manner and returns verifications to intake box. Records insurance information on Insurance Verification Form. Records on verification log.
Assists Business Office Manager with patient/family financial counseling as needed. (Reviews insurance verification, writes down all financial agreements on insurance verifications, goes over the financial counseling letter and gets signatures.) Refers issues to BOM and/or Intake Director.
Collects payment, insurance cards, ID. Makes copies for chart and faxes to pharmacy.
Performs, on a daily basis, follow-up and collection efforts necessary to relieve resident accounts from a collectable status by viewing EOBs online and/or calling insurance.
Takes an active role in attaining and maintaining accounts receivable and assists in reviewing/selecting accounts to be placed with outside collection agencies. Enters in SharePoint for approval.
Keeps work list updated and current including collections as assigned.
Attends weekly AR meetings
Provides coverage for receptionist when needed in a professional and service-oriented manner.
Demonstrates a willingness to cooperate with others.
Treats internal customers with the same care and respect with which external customers are treated.
Helps with any additional duties as requested.
Demonstrates a willingness to cooperate with others.
Can be relied upon to be at work as scheduled and is rarely absent from work.
Reports to work on time.
Provides proper notification and advance notice for absences and tardiness.
Appears well groomed and observes the facility’s dress code. Wears identification badge while on duty and maintain a professional appearance.
Observes facility policy regarding smoking regulation, telephone usage and other related rules governing conduct while at work.
Completes and turns in appropriate paperwork for time off and missed swipes.
Completes all assigned training in HealthStream by the due date annually.
Follows and abides by Company policies, procedures, and Corporate Compliance Program, as applicable to the role and responsibilities.
Treat Everyone as a Guest
Exceeds the needs and expectations of all customers.
Continually create positive first impressions.
Keep promises to earn trust.
Display service recovery skills without blaming.
Demonstrate Professionalism and Excellence
Deliver excellence that goes above and beyond.
Look, act, and sound professional.
Be proud to sign your name to your work.
Hold self- accountable.
Practice Teamwork
Participate in process improvement.
Communicate effectively within and beyond your team.
Focus on the problem or issue, not the person.
Show respect for the diversity of patients and co-workers.