Research Education Patient Care Welcome. Materials & Supply Chain Management A Solutions Driven Department Our philosophy is to use a team approach that

Research

Education

PatientCare

Welcome

Materials & Supply Chain ManagementA Solutions Driven Department

Our philosophy is to use a team approach that involves our customers.

Coming Together is a Beginning...Keeping Together is Progress...Working Together is Success.

Our Materials & Supply Chain Team is Ready to Serve You

Jack Ferraro860-679-1927

University Director and State of Connecticut

RML Officer Materials, Supply Chain,

Property & Resource Management

The Friendship of Those We Serve is the Foundation of Our Progress. Our philosophy is to use a team approach that involves our customers.

MISSION STATEMENTMaterials & Supply Chain Management (MSCM) The Friendship of Those We Serve is the Foundation of Our Progress. Materials & Supply Chain Management is dedicated to advancing the Health Center’s academic, research and clinical care objectives by providing the Health Center community with expert, efficient, cost effective and compliant Supply Chain Logistics, distribution, inventory, property management, records retention, shipping and receiving services. Working together, we will tap into our collective power and experience to offer a diverse perspective from our various Hospital and Clinical departments, challenge current practices, promote innovative solutions, and advance the University of Connecticut Health Center/John Dempsey Hospital to the next generation of Supply Chain optimization and savings.


Jeff Boyko860-679-1955

Assistant Director and Business/Finance Manager

Office of Property & Materials Management

Property & Materials Management

•Capital Assets•Moving & Storage•Records Retention•Surplus Property•UCHC Fleet Operations •Vendor Management/Tracking

Business & Finance Services

• Clinical Supply Chain• Supply Chain Management • Warehousing• Inventory Control

The Friendship of Those We Serve is the Foundation of Our Progress. Our philosophy is to use a team approach that involves our customers.

UCHC/JDH/UMG/SODM


Materials Logistics Services Central Distribution Central Mail Services Central Receiving Services Central Shipping Services Fleet & Motor Pool Services Messenger & Courier

MLS Systems Administration Barcode/RF Applications Desktop Shipping e-Portal Materials Mgmt. PAR Distribution System

Receiving & Shipping Records Storage/Retrieval Q-Sight/PAR UCHC/JDH/UMG/SODM

Adam Mike860-679-3255

UCHC Materials Logistics & Systems Supervisor

State of Connecticut ARML Officer


Dan Hannon860-679-2740

Medical Materials Supervisor

Clinical Supply Chain Liaison

Providing Clinical Materials Expertise and Support

Serving the Hospital PAR Inventory Clinics OR FSC

JDH/UMG/SODM Working together with Materials Logistics, Materials Resource Management, Value Analysis and Purchasing Services; providing Clinical Materials expertise and support for the Hospital and Clinic Supply Chain needs.


Karen Grady860-679-2283

UCHC Resource Supervisor

Value Analysis Program Facilitator/Manager

Materials Supply Chain & Resource Management Central Help Desk Services e-Portal Requisitioning Sourcing Vendor Management Warehouse Services

Value Analysis and Analytical Services

Academic Offices Clinics Dental Clinic Hospital Pharmacy

Research UMG

UCHC/JDH/UMG/SODM


Don Carr860-679-1965

Central Warehouse Supervisor Materials & Resource Management

Central Warehouse Services

CMHC Supply Inventory ServicesChemical SuppliesDental SuppliesLaboratory Supplies

Standardization Programs

Medical & Surgical SuppliesOffice & Business SuppliesOffice Seating

Hours: 7:30 AM - 3:30 PM


Bill Murowsky860-679-1952

Asset Control Officer Property Management

The specific responsibilities which must be maintained by Inventory Control are:

• Update the equipment inventory

data file • Reconcile the equipment inventory data file to expenditure information as required by State Auditors • Conduct physical inventories as

required • New Acquisition Control (tag and inventory) • Loss Reporting

Materials & Supply Chain Management

Policy SummaryObjectiveCustomer service oriented focusResponsible for proper placement & distribution of all items within the inventory formularyResponsible for maintaining & monitoring inventories in:

UniversityHospital Clinical Enterprise

Follow the “materials management control concept”Provide for follow established procedures for the evaluation & trial of new equipment & supplies

Materials & Supply Chain ManagementPolicy Summary

Responsibilities Management of University’s supply process including

– Acquisition– Distribution– Control– Disposal/termination– PAR Inventory Systems

Acquisitions are completed in a fair & equitable manner Materials are received, managed & accounted for Distribution of materials is handled in a safe, timely & efficient manner Surplus equipment & supplies are re-used, recycled, or disposed of safely &

economically

Materials & Supply Chain ManagementPolicy Summary

Responsibilities Business & partnerships are explored that support the

Health Center’s strategic direction The University customer can rely on the Materials

Management Department for expert assistance & consultation on their supply chain needs

Customers receive timely communication & information relating to University materials services & product market

Monitor & evaluate the quality of customer service

Materials & Supply Chain Management Service Areas

Capital Assets Update the equipment inventory data file Reconcile the equipment inventory data file to

expenditure information Conduct physical inventories as required New Acquisition Control (tag & inventory) Loss Reporting

Materials & Supply Chain ManagementLogistics Areas

Central Distribution Services Provide shipping, freight, and customs services Provide central shipping and receiving Provide campus distribution services (supply pick-up &

delivery services) Provide mail, courier and messenger services Provide internal and external mail pick-up and distribution Sort outgoing and incoming mail Meter all external mail Manage Hospital PAR inventory and distribution


Motor Pool & Fleet Operations Maintains a fleet of passenger vehicles, vans,

and trucks, for lease to all Health Center departments and affiliated State Agencies

Vehicles are available for daily rental or monthly leases

Special Event Bus/Transportation Program for all Health Center departments and affiliated State Agencies


Supply Chain Source and expedite orders Develop and manage supplier relationships Consult with University customers, assist in contract

negotiation process and assist in the preparation and completion of contract documents

Value Analysis and Product Standards Evaluation and Trial of new equipment and supplies


Value Analysis: Vendor Contact A vendor contacts Material Management when they want to present

their product Value Analysis Manager evaluates the product for patient safety, new

technology or savings Value Analysis Manager verifies if a like product exists in the system

and if there is, will compare the two products Value Analysis Manager will contact the department to explore if

there is an interest; if there is will arrange contact between vendor and department

Material Management will communicate to vendor the decision of the department or Value Analysis Committee


Value Analysis: Needed Product Is Identified Surgeon or Unit Nurse Manager faxes Materials Manager

with product needed Materials Manager determines if product is available If its use is urgent a purchase requisition is entered into FRS,

the Material Manager will notify Surgeon or Unit Nurse Manager and will expedite to ensure it is received as required

If product use is not urgent or is requested to be a stocking item, the Surgeon or Unit Nurse Manager completes a product release form


Value Analysis: Needed Product Is Identified Submits it to Materials Management The Value Analysis Manager reviews existing contracts for

product A financial analysis is prepared The vendor is contacted to set up parameter for a trial When product is trialed, an evaluation form is completed by

users The analysis and trial results are presented to the Value Analysis

Committee for approval


Warehouse Services Provide short term and long term warehouse

storage Manage central inventory Coordinate the surplus supply and equipment

credit/ exchange and disposal programs CMHC PAR Inventory Services

E-Portal Web Orders System

An online procurement system

http://opa.uchc.edu/a_mm_web/eportal_weborders.htm

Materials & Supply Chain Management Forms

Employee Directory Form Property Administration Forms Surplus Property Move Requests Records Retention Materials Management/Value Analysis Forms

Warehouse Catalogs

Chemical Supply Dental Supply Lab Supply Medical Warehouse Medical Satellite Room Office & Housekeeping Supply Photo Supply Suture Supply

General Information

Help Desk – Central Distribution Services: (West Dock) 679-1958

Help Desk – Central Warehouse Services: 679-1965

Help Desk – Capital Assets, Inventory Control 679-1952

Easy Lobby Tracking SystemEasy Lobby Tracking System

Healthcare Industry Representative Vendor Tracking System

Healthcare Industry Representative Vendor Tracking

Healthcare Industry Representative Notice Dear Healthcare Industry Representative, We are committed to providing the best patient care available to our patients. As a healthcare industry representative, you are an integral part of this process and it is a priority of ours to ensure that we, and our vendors, are compliant with hospital policy and industry standards.

The University of Connecticut Health Center/John Dempsey Hospital is requiring that you provide documentation that you will abide by our standards for environmental health, safety, privacy and quality.

In order to assist our hospital with credentialing all vendor representatives in the most efficient way, we have partnered with Vendormate (www.uchc.vendormate.com). Vendormate provides an internet based service that will allow our vendors and hospital departments to navigate our compliance goals in an efficient, easy and comprehensive manner. Please go to www.uchc.vendormate.com, register, and begin completing your profile and submitting the required compliance documentation for our review. If you have already registered with Vendormate due to your working relationship with other hospitals, you do not need to register again. However, you do need to log-in to your account and ensure compliance with The University of Connecticut Health Center/John Dempsey Hospital policies, by selecting the respective facility and submitting the appropriate documents.

It is required that all vendors successfully register and complete the vendor approval process on www.uchc.vendormate.com. This must be completed before you will be able to enter any of our hospital departments. Failure to do so will result in an automatic revocation of current visitation privileges. Once you have completed your profile and uploaded your compliance documentation, Vendormate will then review your information and ensure the completion of your user profile. http://www.vendormate.com/

If you have not already registered for Vendormate, be sure to visit www.uchc.vendormate.com today and begin becoming compliant with The University of Connecticut Health Center/John Dempsey Hospital vendor policies and procedures.

If you have already registered for Vendormate, due to your working relationship with another participating Vendormate hospital, you do not need to register again. However, you do need to log-in to your account and ensure compliance with The University of Connecticut Health Center/John Dempsey Hospital. click here to register today

Sales Representatives or Contractors requesting access to the University of Connecticut Health Center (UCHC) Campus must submit, for approval, a completed “Background Information Sheet” form. This is necessary to comply with Public Safety Department requirements. Please see the linked Policy and Procedure and attached form. click here to view policy and procedure Once you have submitted all of the required credentials and a photo for your badge, you will receive 'approved' vendor status for UCHC. Be sure to visit www.uchc.vendormate.com with any questions or call 1-888-476-0377. We look forward to continuing to work with you. Please note that all vendors must be part of the Vendormate compliance network.

Thank you for your cooperation and compliance,

Vendor Tracking Steps

1. If approved, the vendor is notifiedvia email and added to the facility’slist of approved vendors.

2. Vendormate will address compliancedocuments that are considered timesensitive and require annual renewalwith the vendor to help expedite theirclearance process.

3. Hospital is notified of any vendor non-compliance.

Step 5Vendor

1. Vendor logs onto Vendormate to create their account.

2. Vendor faxes and/or uploads the hospital’srequired compliance documentation to Vendormate.

3. Vendormate agent assists, organizes andconfirms the validity of the submitteddocumentation.

4. Vendor submits certification request to hospital.

Step 2Vendor

Step 4Vendor

1. The hospital manager consults with

co-workers and physicians to determine if the vendor’s requestis accepted or rejected.

Step 3Vendor

1. The appropriate person from the

hospital receives the vendor certification request, then reviewstheir profile and compliance documentation.

Hall Pass Assigned to Vendor Representative

Hall Pass includes a picture of the vendor along with the date, time, vendor name, UCHC Logo, and the department, contact or physician they are there to see that day. Badge also is time expiring; after 12+ hours the badge becomes invalid and is visibly “Expired”, showing a red stop sign.

Documents

Research Education Patient Care Welcome. Materials & Supply Chain Management A Solutions Driven Department Our philosophy is to use a team approach that