Clinical Benefits of automated Supply Chain data capture and Inventory integration on a Collaborative Platform
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This document summarizes a clinical case study on the benefits of automating supply chain data capture and inventory integration on a collaborative platform. Key benefits included reducing costs, improving clinical care delivery and patient safety, avoiding surgical delays, and freeing up staff time. Automating processes like supply requests, inventory management, and usage tracking using RFID and barcoding helped achieve accurate data recording, better recall success, and savings estimated at hundreds of thousands of dollars annually per hospital from reduced wastage and improved efficiency. Next steps proposed a renewed pilot project and gaining supplier support to expand implementation.
Clinical Benefits of automated Supply Chain data capture and Inventory integration on a Collaborative Platform
- 1. Clinical Case Study Clinical Benefits of automated Supply Chain data capture and Inventory Integration on a Collaborative Platform
- 2. 1. The Objectives - why we need to Automate the Supply Chain (focus on the Theatre Case Study) 2. Solution Overview 3. Benefits Summary 4. Next Steps 5. Q&A We will cover:
- 3. District Health Boards are constantly under pressure to: – Reduce overall costs – Set realistic timelines to achieve savings – Maintain and improve Clinical Care Delivery – Constantly improve Patient Safety and reduce Recalls – Avoid Surgical delays & Risk High Level Objectives – DHB’s
- 4. The National Health IT Board eHealth vision requires accurate information to be available to enable: – access to a coherent set of health information by patient – information to be visible and link to reports by patient – removal of systems operating in relative isolation that interfere with the eHealth vision – accurate recording of devices and implants information for the national Joint Registry and patient management systems High Level Objectives - National IT Board
- 5. • We need to reduce / remove manual processes and paper forms from Preference List through to Consumption, Billing & Patient records • Streamline supply chain across the patient journey • Staff time costs - free up precious time & resource • Reduce unnecessary spend • Reduce Direct Costs such as Wastage / Expired Stock To achieve these Objectives:
- 6. • The Productive Operating Theatres programme (TPOT) notes theatre time at <> $3000 per hour • Automated theatre supply chain to improve efficiency and accuracy • Reduction of only 0.8% = $24 per hour per theatre. • Large Hospitals (multi-theatre) potential savings <>$570,000 per annum • Smaller Hospitals potential savings <>$160,000 per annum Target Savings
- 7. Example of Wastage / Expired Stock from the Case Study of theatre environment. Packs from Suppliers per month 300 Cost Total Unused packs opened (40%)* 120 $380 $45,600 Unused packs unopened (10%) 30 $200 $6000 Per month $51,600 Per annum $619,200 *Includes $200 return delivery fee plus $180 sterilisation cost
- 8. Case Study - Solution Overview
- 9. Manual Process Overview - Theatre Process Summary: Theatre Booking Request From treating clinician at ED / Ward etc. to Theatre Coordinator Theatre Preparation Theatre Coordinator organises supplies from internal (e.g.CSSD) or external sources. Surgery Performed Supplies are used as required. Post Op Administration Record supplies used, complete requisitions / orders / joint register forms etc. Supply Internal and external suppliers fulfil requests from Theatre Coordinator and / or replenish Imprest stocks. Payment Payment approval processes, payment transactions. © Tranzsoft Group Ltd - Commercial in Confidence
- 10. Automation Services Product: ‘Scope’ • Electronic booking request (includes preference list ) • Creates surgical audit repository Automation Process Overview - Theatre Theatre Booking Request From treating clinician at ED / Ward etc. to Theatre Coordinator Theatre Preparation Theatre Coordinator organises supplies from internal (e.g.CSSD) or external sources. Surgery Performed Supplies are used as required. Post Op Administration Record supplies used, complete requisitions / orders / joint register forms etc. Supply Internal and external suppliers fulfil requests from Theatre Coordinator and / or replenish Imprest stocks. Payment Payment approval processes, payment transactions. Supporting Service Summary: © Tranzsoft Group Ltd - Commercial in Confidence
- 11. Automation Services Products: ‘LOCUS’ & RFID • Raise requests – visible to Suppliers •See fulfilment, shipment details •Receive inventory •Manage inventory - track movements •Schedule or allocate stock to procedure •Generate movement to department •Raise request for replacement items •Manage consignment stock & Loan Equipment •Facilitate vendor managed inventory Automation Process Overview - Theatre Theatre Booking Request From treating clinician at ED / Ward etc. to Theatre Coordinator Theatre Preparation Theatre Coordinator organises supplies from internal (e.g.CSSD) or external sources. Surgery Performed Supplies are used as required. Post Op Administration Record supplies used, complete requisitions / orders / joint register forms etc. Supply Internal and external suppliers fulfil requests from Theatre Coordinator and / or replenish Imprest stocks. Payment Payment approval processes, payment transactions. Supporting Service Summary: © Tranzsoft Group Ltd - Commercial in Confidence
- 12. Automation Services WebForms, Scanners & RFID to LOCUS WMS •Record usage on completion •Automatic capture of UPN, Lot No & expiry date from manufacturer’s barcode Product: ‘hTRAK’ (optional) •Event date and time captured automatically •Event details, Staff involved, Device usage, Procedure duration etc. Automation Process Overview - Theatre Theatre Booking Request From treating clinician at ED / Ward etc. to Theatre Coordinator Theatre Preparation Theatre Coordinator organises supplies from internal (e.g.CSSD) or external sources. Surgery Performed Supplies are used as required. Post Op Administration Record supplies used, complete requisitions / orders / joint register forms etc. Supply Internal and external suppliers fulfil requests from Theatre Coordinator and / or replenish imprest stocks. Payment Payment approval processes, payment transactions. Supporting Service Summary: © Tranzsoft Group Ltd - Commercial in Confidence
- 13. Automation Services Product: ‘FMIS’; Joint Register • Receive Post-Operative data from LOCUS (‘Requisition’) • Requisition automates electronic PO for consumed items • Receives related electronic Invoice for payment of consumed items • Update Patient Records, Joint Register etc Automation Process Overview - Theatre Theatre Booking Request From treating clinician at ED / Ward etc. to Theatre Coordinator Theatre Preparation Theatre Coordinator organises supplies from internal (e.g.CSSD) or external sources. Surgery Performed Supplies are used as required. Post Op Administration Record supplies used, complete requisitions / orders / joint register forms etc. Supply Internal and external suppliers fulfil requests from Theatre Coordinator and / or replenish imprest stocks. Payment & Patient Records Payment approval processes, payment transactions. Supporting Service Summary: © Tranzsoft Group Ltd - Commercial in Confidence
- 14. • Applying proven technologies to health in an innovative and collaborative way • Greater data accuracy & improved recall success • Collaboration – Clinical, Materials Management & Suppliers • Across the Sector (Public / Private) Clinical Benefits Summary
- 15. • SaaS (Software as a Service) inventory management, including Consignment Stock and Loan Equipment • WebForms, RFID and bar-coding to record usage - pre and post-operative events • Electronic inputs and data for accurate recording of event details for updating patient records, implants register and surgical costs Benefits Summary
- 16. • Reduce Risks & Funding shortfall for failing Compliance numbers • Costing accuracy • Cost Weight / Compliance – setting next years budgets • Relates to more operations / throughput • A cornerstone of Interoperability (the eHealth Vision) Benefits Summary
- 17. Other Benefits Feature Benefits Improved interoperability between health services and suppliers • Increased transactional accuracy • Improved payment times • Reduced order errors • Reductions in billing enquiries Improved inventory and warehouse management • Reliable continuity of supply with minimum inventory investment • Improved asset visibility and utilisation • Productivity savings per hospital depending on size • Productivity savings per supplier organisation nationally Improved data integration • Ability to integrate data with patient records and supply/account payable systems
- 18. Other Benefits Feature Benefits Improved data quality • Current, accurate and standardised product data • Ability to track products and who used them, where and when • Ability to efficiently initiate product recalls Improved patient services • Increased patient safety - right product, right patient, right time and right place • Long term prostheses tracking Improved clinical services • Increased clinical service quality
- 19. • Quick & early adoption – avoids ‘big project’ risk • Visibility to all stakeholders via Browser (hospitals & suppliers) • Common access across all of the Sector – Public Hospitals – DHB’s – Private Hospitals & Clinics – Primary Care • Tracking – MediTrak – visibility no matter what logistics used – all Couriers visible on the Portal Cloud Based – SaaS (Software as a Service)
- 20. Consideration On-Premise Hosted & Managed Onsite project management required for infrastructure component of project Capital Expenditure required for Infrastructure Onsite technical knowledge required Fastest Implementation Customisable Automatic Software Updates & Upgrades Readily Scalable Shared costs (share with other clients utilising the infrastructure) Summary - On-Premise VS Hosted (SaaS)
- 21. • Pick up where we left off • Renew Pilot • Gather Supplier support • DO IT • 2015?? Really?? Why are we not doing this??? Next Steps / Actions / Where to from here
- 22. THANK YOU Tranzsoft Group Ltd www.tranzsoft.com References • Kumar, S., Livermont, G., McKewan, G. (2010). Staged Implementation of RFID in Hospitals. • Lefebvre, E., Castro, L., Lefebvre, L.A., (2011). RFID Implementation in the Healthcare Sector. • National Supply Chain Reform Taskforce (Australia) eCommerce in Australian Hospital Supply Chains. Canberra • Yao, W., Chu, C.H.U., Li, Z. - Leveraging Complex Event Processing for Smart Hospitals Using RFID. Journal of Network and Computer Applications • ADHB Project Approval Assessment of LOCUS (Post Pilot) Ms R Holder • C Morgan, ex Manager, Materials Management ADHB • Mr B Twaddle – ex Head of Orthopaedics ADHB • Clinical Benefits LOCUS Inventory Integration_1.4-0214