Medical Equipment Contract Coordinator

Job overview

The Medical Equipment Management Service (MEMS) are looking for an enthusiastic, motivated individual to join the medical equipment contracts team, located at the Princess Royal Hospital. MEMS provides a comprehensive service to Kings College Hospital NHS Foundation Trust, including clinical engineering, medical equipment library services on two sites, in-house repair services and device training. The medical equipment contracts team are part of Clinical Engineering, with responsibility for establishing and maintaining appropriate levels of cover for medical devices maintained through external providers.

You will need to be a team player, be able to work independently and prioritise your workload. Flexibility is essential to accommodate the constantly changing demands of a very busy service. We are looking for someone who is eager to learn, with technical understanding of medical devices to degree level or equivalent. Experience of medical equipment management is desirable.

You will have good written and verbal skills and be able to communicate clearly. You must have knowledge of standards and legislation relevant to the field of medical equipment management, with experience of using an asset management system.

Main duties of the job

Job Summary

The post holder will be actively involved and support the Contracts Manager in ensuring that the Trust wide maintenance contracts relating to biomedical, laboratory & imaging equipment are managed to a high standard to maximise cost and patient benefits, within the required time frames and across various sites. The post holder is responsible for the renewal of a portfolio of contracts and ensuring the appropriate documentation is in place and that servicing and repairs are kept up to date and recorded accurately on the equipment database.

At all times the post holder will be required to communicate with stakeholders and supplier whilst adhering to the Trust confidentiality policy and procedures and will be required to engage with all stakeholders to ensure effective contract management.

The vacancy has arisen as Kings has opened a new endoscopy and diagnostic centre at the Princess Royal Hospital.

Detailed job description and main responsibilities

• · Contract Management

To manage a portfolio of medical device service and maintenance contracts ensuring that agreements are in place reflecting the Trust’s requirements and in accordance with the Trust’s Standing Orders and Standing Financial Instructions.

Review service and maintenance contracts as they become due for renewal

Check whether the equipment is still in use or due replacement, working with internal /external groups to ensure the medical equipment database is kept up to date.

Consolidate current contracts.

Make recommendations in consultation with the contract manager, end-users and clinical experts on the appropriate maintenance and servicing requirements.

Discuss and seek advice from the Medical Equipment Management Service (MEMS) on technical aspects of medical equipment.

Specify contract maintenance levels.

Liaise with Procurement to negotiate pricing and to obtain agreement before placing the contracts, to ensure we work in accordance with the Trust’s Standing Financial Instructions.

Source new service and maintenance contractors as required.

Monitor progress and performance throughout the contract period to ensure an efficient service is being provided and that the contractor fulfils their contractual responsibilities.

Strive to improve quality, performance and efficiency.

Ensure equipment servicing is completed according to contract terms and service reports are uploaded to the database.

Liaise with end users and service providers for contracted equipment repairs, ensuring jobs are logged in a quick and efficient manner and completed.

The post holder will have knowledge and understanding of medical device contracting underpinned by theory and experience, acquired through degree or equivalent experience or training.

Planning and Organisational Skills

Keep accurate records relating to the comprehensive database of service contracts to facilitate a contract management programme.

Identify and inform care groups of equipment requiring contracts and the risks associated with not setting up service contracts.

Record expenditure and savings on medical devices and ensure that any budget information is made available to senior managers as required.

Update and manage the contract element of the medical equipment asset register.

Deal with complex facts or situations which require analysis, interpretation and comparison of a range of options.

Apply judgement where there is a need to make decisions on complex issues on the contract planning, negotiation and management, taking funding resources in to account

To analyse trends in equipment performance, implement policies to ensure cost effective ways of dealing with suppliers in order to optimise resources.

Act on user complaints and queries, investigate and report.

All work to be carried out adhering to Trust policies and procedures.

Financial Management

Manage the order-to-invoice process relating to servicing and repairs of medical and laboratory equipment throughout the Trust.

To liaise with Management Accounts when monitoring the expenditure on the Trust wide equipment budget.

To follow the Trust’s Standing Financial Instructions and other protocols via other NHS agencies

Governance / Quality Control

Undertake work in accordance with the department quality management system (ISO 13485).

Communication

Deal with all enquiries regarding medical device maintenance contracts in a responsive and professional manner and act as the principal contact to wards and departments for contract advice, assistance and support, within competencies.

Liaise with external clients and companies on equipment servicing and repairs.

Provide reports to senior management in relation to contracts.

Maintain close links and communication with relevant provider representatives to ensure robust performance monitoring of the contract is undertaken and recorded in line with appropriate regulations and frameworks.

Communicate and advise clinical users on the need for new or replacement annual service contracts or ad hoc servicing.

To provide information upon request for medical device alerts and freedom of information requests, in an appropriate and timely manner