Clinical Product Co-ordinator

Transcription

1 Principles Vision Purpose Statement Clinical Product Co-ordinator healthalliance Purpose, Vision and Principles healthalliance provides shared services to benefit NZ health organisations. We will deliver increasing value to our customers through: Lower cost Standardized system and processes Reducing variation or rework Quality and innovation To be the first choice shared service provider in New Zealand. Partnership Developing lasting partnerships through collaboration, working to a common goal, facilitating joint solutions within our means, recognising and celebrating success, open communication to share knowledge and information Respect for people We respect others by; developing trust by being open and honest, listening to and understanding others views, valuing everyone s contribution, celebrating diversity and have fun and enjoy what we do as a team Integrity We show integrity by; leading by example, open, fair, honest and transparent in everything we do, courage to speak up and challenge when things don t seem right, act ethically and professionally at all times, can do, will deliver our promises, obligations and commitments Delivering Results We deliver results by; delivering exceptional results through high performance teams, enhance the customer experience, continually improve and add value, being action orientated, responsible and accountable, providing consistent and reliable services Energised by Innovation We are energised by innovation when we; encourage forward thinking ideas and challenge status quo, measure our performance and see it as an opportunity to learn and grow, creating positive change by developing smarter ways to work, empowering people to maximise potential. Our principles define the expected behaviour of all staff and guide us on the behaviours that are important to us as an organisation. They underpin the way we do things at healthalliance, defining how we strive to move towards our vision. Dated: June

2 This position description provides an indicative outline of the purpose and key responsibilities and tasks of the role. Title and Reporting Relationships Position title: Clinical Product Co-ordinator Reporting to: Location: Purpose of the Role Clinical Product Manager Penrose, Auckland To optimise the utilisation of clinical products throughout the Northern Region DHBs. To function as the interface between the suppliers and the Northern Region DHBs for the introduction & use of new products and equipment. To plan, facilitate and manage the evaluation and implementation of clinical and other related products, equipment, or services in accordance with Northern Region DHB policy and procedures. To provide clinical support and advice for Northern Region DHB end-users, Suppliers and Procurement & Supply Chain on selection of clinical and other related products, equipment, or services throughout the Northern Region DHBs. To identify opportunities for standardisation, rationalisation and potential savings for current/new clinical product. To develop, implement and manage clinical support strategies covering the purchasing and procurement of clinical and other related products, equipment, or services. To action, co-ordinate, and manage process for faulty product and product alert / recall in order to minimise the risk associated with the use of product in the Northern Region DHBs. Personnel Dimensions (Employees reporting to this position directly and indirectly) Number of Staff: Direct: Nil Through subordinates: Total: Nil Key Relationships People and organisations both inside and outside of the company that this position would be required to manage relationships with. Internal Stakeholders External Stakeholders Dated: June

3 ha P&SC team members Procurement Specialists & Officers (clinical categories) Supply Chain & Logistics functions Clinicians All levels of Northern Region DHB staff (Service managers, Charge Nurses, Director of Nursing, Biomed, Quality Advisor) DHB Product Committee Suppliers & Distributors Other DHBs PEHNZ Health Ministry/Medsafe. MIANZ (medical industry association NZ) Health Benefits Limited Position in Organisation Key Responsibilities and Tasks Expected Outcomes Provide linkage between clinical and commercial functions. Develop strong working relations with Northern Region DHB clinical areas ensuring high customer expectations of support are being met in a proactive, consultative and results driven style. Maintain a high degree of clinical support to the Procurement, Purchasing, Inventory, and Supply / Distribution functions. Identify and scope opportunities for standardisation, consolidation, and integration for clinical products used in the Northern Region DHBs to achieve targeted cost savings. Dated: June

4 Support procurement projects at local, regional and national levels. Provide quality assurance and assist with finalisation of clinical specifications for use in tenders. Identify potential alternatives or sources of supply to Procurement not currently known or used by DHBs. Support the tender evaluation process through the co-ordination of formal clinical evaluation. Plan, co-ordinate and manage the evaluation & implementation of new product through to businessas-usual. Facilitate in-servicing of clinical product to maximise end user compliance to contracts. Dated: June

5 Manage the clinical product introduction process. Interface with procurement in relation to all proposals for new products or changes to maximise the procurement and rationalisation / standardisation opportunites Scope all requests for additional or new products into the Northern Region DHBs: Establish why the new product is required; Establish an anticipated volume usage; Gauge the impact on the organisation; Review current DHB contracts; Determine environmental impact; Identify any other suppliers; Undertake a cost analysis; Determine if there is a need to evaluate the new product; Determine the logistics requirements; Establish the external & internal supply chain details; Seek stakeholder feedback; Confirm the decision maker level to move the New Product through to the next stage. Plan, co-ordinate and manage the evaluation & implementation of new product through to businessas-usual. Arrange in-servicing of clinical product to maximise end user compliance to contracts. Source safe and cost effective products to enhance and support current clinical performance. Ensure products submitted to the Northern Region DHBs are compliant with Ministry of Health, Regulatory requirements and maintain regulatory document database. Ensure that the Northern Region DHBs comply with any regulatory requirements associated with clinical products. To ensure compliance with national and local government legislative requirements and Northern Region DHB policies, in respect to quality and risk through the implementation and monitoring of established and proven systems and processes. Protection of Māori needs, values and beliefs with inclusion and consultation. Manage the Product Groups within each Northern Region DHB to ensure clinical service consultation prior to product introduction into the DHB and ensure understanding of financial (cost) implications. Consult with other clinical specialty groups. Ensure all persons, including the supplier, associated with the introduction of products are made aware of the respective Northern Region DHB clinical protocols and procedures. Have input in policy and or recommended best practice development around clinical product in the Northern Region DHBs. To assess and review clinical research/literature regarding best practice and new product suitability, prior to introduction. Develop tools and procedures for the assessment of requirements, introduction and evaluation of new clinical products. Dated: June

6 Supply Chain Performance. Maintain the interface between supply chain and clinical end-users to ensure continuity of supply in the most commercially and clinically effective manner. Develop and maintain knowledge of substitute products and supply conditions to enable effective response to substitution needs. Work with the Purchase to Pay team to ensure that expediting is actively occurring for key clinical items and that all open order reports and back orders for critical areas are monitored so that risk is managed. Escalate and take appropriate action on stock outs, alerts and recalls to ensure service levels are not compromised and any clinical risks are managed. Facilitate in consultation with the Logistics team the external & internal supply chain for the alternative or substitute items. Achieve business benefits through active management of operational relationships with key suppliers in conjunction with Procurement. Assist with minimising stock obsolescence. To provide the first point of contact for the supplier representatives promoting and supporting clinical and related products to the Northern Region DHBs. Manage the alert/recall process. Ensure any supplier representatives visiting the DHB departments adhere to DHB policies, procedures and guidelines. Ensure any supplier representatives visiting the Northern Region DHB departments adhere to ha procurement processes. Manage notification to Medsafe as appropriate. Manage the alert/recall process to minimise clinical risk. Communicate information and actions to all levels within the Northern Region DHBs. Arrange the external & internal supply chain for alternative stock or substitute items. To participate in the continuous improvement initiatives for the service. To assist with clinical product enquiries. Contribute to the development of the service's continuous improvement. Identify opportunities. Feedback and Follow-up. Utilise up-to-date information / data to improve service delivery. Support customer focussed service initiatives. Action queries for alternative clinical products and communicate outcome to respective parties. Action complaints from end-users and/or Suppliers on clinical products and communicate outcome to respective parties. Dated: June

7 Relationship Management Develop and maintain effective relationships with DHBs and in particular clinical teams to foster and encourage collaboration Develop and maintain effective relationships with other stakeholders to optimise the outcomes and mitigate risk to procurement initiatives Maintain strong relationships across the supply chain to ensure and optimise and end to end approach to procurement activities Quality business relationships are in place and demonstrable with DHBs Demonstrable relationships with other stakeholders visible in results Positive customer and stakeholder feedback recognising effectiveness and contribution Demonstrable working relationships and communication across the supply chain, visible in end to end focus and outcomes Leadership, Team Work & Continuous Improvement Demonstrate leadership and team work across the business Strives to continuously improve work practices and processes Demonstrates healthy relationships with customers and suppliers Demonstrates healthy relationships across the entire team and actively works to improve processes and develop capability Actively develops relationships and communicates with key supply chain partners to optimise end to end outcomes Demonstrates appropriate leadership within the role, shows initiative and leads by example Demonstrates a commitment to continuous improvement by identifying, developing and disseminating new initiatives and ideas Lessons from initiatives are documented and shared across the team General Consistently displays the principles of the organisation Ensures the highest ethical standards and probity in all dealings Adheres to and observes all organisational policies, methodologies and practices Other duties as required by the Manager in addition to or as a result of changing circumstances, that contributes to achieving the purpose of the role. Dated: June

8 Qualification, Experience and Training Requirements What is the typical background required to competently perform the responsibilities of the job? Essential is the minimum acceptable level for entry. Preferred indicates the desirable level, but may also expand on the nature, eg: industry related, level of previous supervisory experience Essential Demonstrable experience in a relevant, recognised health care area. May include medical-technical disciplines such as hospital laboratory staff. Preferred Recognised healthcare and or business qualification. Degree, Diploma or on the job training (depending on experience & skills). Must be proficient in use of the Microsoft suite of products and particularly Word, Excel, and Outlook. Excellent written and verbal communication skills Excellent relationship management skills with a proven ability to build & maintain effective business relationships Drivers licence. Wide knowledge of the health industry. Understanding of project management methodologies and experience in project delivery. Commercially astute Knowledge and understanding of procurement, supply chain and end-to-end business processes COMPETENCIES FOR THE ROLE Problem Solving Priority Setting Time Management Good at figuring out the processes necessary to get things done; knows how to organise people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can t; can simplify complex processes; gets more out of fewer resources. Spends his/her time and the time of others on what s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus. Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the most important priorities; gets more done in less time than others; can attend to a broader range of activities. Dated: June

9 Informing Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individual information so that they can make accurate decisions; is timely with information. Total Quality Management Is dedicated to providing organization or enterprise wide common systems for designing and measuring work processes; seeks to reduce variances in organization processes; deliver the highest quality products and services which meet the needs and requirements of internal and external customers; is committed to continuous improvement through empowerment and management of data; leverages technology to positively impact quality; is willing to reengineer processes from scratch; is open to suggestions and experimentation; creates a learning environment leading to the most efficient and effective work processes. Action Oriented Perseverance Drive for Results Approachability Interpersonal Savvy Enjoys working hard; Is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with minimum of planning; seizes more opportunities than others. Pursues everything with energy, drive and a need to finish; seldom gives up before finishing, especially in resistance or setbacks. Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results. Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it. Relates well to all kinds of people-up, down, and sideways, inside and outside the organization; builds appropriate rapport; build constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably. Customer Focus Is dedicated to meeting the expectations and requirements of internal and external customers; get first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gain their trust and respect. Ethics and Values Adheres to an appropriate (for the setting) and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what he/she preaches. Dated: June

10 Integrity and Trust Self Development Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn t misrepresent him/herself for personal gains. Is personally committed to and actively work to continuously improve him/her. Understands the different situations and levels may call for different skills and approaches; work to deploy strengths; works on compensating for weakness and limits. OPTIONAL: POSITION SPECIFIC POSITION RELATED COMPETENCIES Indicates the specialist skills and behaviour required for the role Team work Ability to work as part of a high performance, balanced, and mutually supportive team within the wider organisation (ha). Must have the ability to work cooperatively with individuals and other diverse, cross functional teams/departments in both ha and the DHBs to achieve the goals of the organisation. Analysis Analytical approach to problem solving and a proven ability to work well under pressure. Must be aware of the broad health environment. Communication and interaction Must have excellent interpersonal skills and the ability to listen actively and communicate at all levels within the DHBs and supplier organisations. Must be able to interface credibly with senior management and senior clinicians. Must have demonstrable ability to present information clearly and succinctly yet comprehensively in a reasoned and persuasive manner. Must be able to establish consensus where possible and gaining commitment. Persistence and perseverance Must be able to display persistence and perseverance whilst maintaining sensitivity and awareness. Should be able to stand their ground with reasoned arguments in highly emotive situations. Leadership Time management Management of changing priorities Proven team leadership where the combination of experience & skills, support & trust has led to successful outcomes. Excellent time management skills and able to work without supervision. Understands the value of time. Can identify the need to and is able to reprioritise tasks when required. Must have the ability to adapt to rapid change. Management of clinical enquiries Is able to recognise when a situation/enquiry cannot be addressed by the Clinical Product Co-ordinators and it must be escalated to the Clinical Product Manager and or a senior clinician for action. Dated: June

11 Good sense of humour A good sense of humour and a positive team culture is essential for the overall success of the team and wellbeing of its members. Note: The position needs to reviewed by both parties annually. Signed as current and agreed: Manager Employee Dated: June