HTM Contract Manager

Manages, provides direction, and coordination for the processes and resources for contracted Healthcare Equipment Technology support and data management functions to ensure cost, quality, data integrity, documentation, and reporting standards are maintained. Collaborates with Healthcare Technology Management (HTM), Information Technology (IT), and Technology Acquisition Program (TAP) team members and organizational leaders to implement best-practice technology management solutions that minimize cost and maximize quality.

Major 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.

Licensure, Registration and/or Certification Required:

None Required.

Education Required:

• Bachelor's Degree in Health Care Administration or Business or related field.

Experience Required:

• 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

Knowledge, Skills & Abilities Required:

• 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

Physical Requirements and Working Conditions

• This position requires travel, therefore, will be exposed to weather and road conditions.

• Operates all equipment necessary to perform the job.

• Exposed to a normal office environment.

#Remote

#LI-Remote

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties