Order Systems Specialist

7 months ago

Toronto, Canada hearinglife_Canada Full time

**Position Overview**:
The Order System Specialist plays a pivotal role in reducing the administrative burden on HearingLife clinic staff. Reporting to the "Manager, Data & Systems" within the Operations department, this position contributes to the success of important departmental projects, including initiatives to enhance pricing validation, overhaul our forms, improve the client & employee experience, and optimize the administrative portion of Blueprint. The Order System Specialist collaborates with colleagues across the various head office departments regularly, working on special projects to maintain the organization's commitment to excellence in service and operations.

**Key Responsibilities**:
Catalogue Management & Pricing Governance:
Maintain the catalogue of hearing aids, services, supplies, and accessories, with a focus on accuracy in markups and cost-of-goods.
Standardize product naming and pricing across all regions to eliminate discrepancies.
Monitor and update repair and service fees, both private pay and third-party.
Facilitate hearing aid price changes between manufacturers and OMS technicians.
Collaborate internally on pricing changes to ensure consistency across reference materials and standard operating procedures.

Forms Management:
Update and optimize clinic invoice templates, client/clinical/physician forms, and audiological reports on SharePoint and Blueprint.
Ensure Blueprint-configured third-party forms are audited, updated, and readily available.
Collaborate with cross-functional teams to align forms with operational changes.

Clinic Setup:
Facilitate the setup of new clinics and modifications to existing-clinic configurations.
Maintain records for renaming, relocation, closures, and rebrands, ensuring necessary updates.
Assist in amalgamation-related updates at the beginning of each year.

Setup Menu Administration:
Perform regular setup menu cleanup to ensure efficiency and accuracy.
Manage configurations for new insurers, discount reasons, journal entry types, and other administrative categories in Blueprint.
Oversee setup menu elements related to events and User Admin, including HP signatures and audiometer calibration certificates.

System Optimization:
Collaborate cross-departmentally and with Field Teams regarding system gaps, solutions, and implications on operations.
Proactively identify opportunities to reduce administrative load within the field through feedback collection and Go Gemba clinic visits.
Implement and maintain enhancements to the pricing validation spreadsheet.

Ticket Resolution:
Address Freshdesk tickets related to pricing discrepancies, product additions, and BP-related issues.
Provide technical support and solutions to frontline Customer Service as needed.
Assist with issues and enhancements related to forms and system functionality.
Assist our IT team in the resolution of broken connections between our audiology software and our order management system (NOAH-Blueprint integrations).

User Administration
Set up and remove user accounts in our order management system when a new employee is added, removed, or transferred between clinics.
Assign appropriate user privileges.

**Qualifications & Experience**:
Exceptional organizational skills with meticulous attention to and love for detail.
Strong problem-solving ability and a creative, outside-the-box mindset.
Effective communication skills, capable of explaining technical concepts in simple language.
Proven ability to work well under pressure and manage multiple projects simultaneously.
Positive attitude and the ability to influence and persuade effectively.
Intermediate excel skills & strong computer literacy.
Hearing Healthcare experience an asset.
Experience maintaining information systems.

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