Clinical Benefits of automated Supply Chain data capture and Inventory integration on a Collaborative Platform

Clinical Case Study

Clinical Benefits of automated Supply Chain data capture and Inventory

Integration on a Collaborative Platform

1. The Objectives - why we need to Automate the Supply Chain (focus on the Theatre Case Study)

2. Solution Overview3. Benefits Summary4. Next Steps 5. Q&A

We will cover:

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

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

• 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:

• 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

Example of Wastage / Expired Stock from the Case Study of theatre environment.

Packs from Suppliers per month

300

Cost TotalUnused 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

Case Study - Solution Overview

Manual Process Overview - TheatreProcess 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

Automation ServicesProduct: ‘Scope’• Electronic booking request

(includes preference list )• Creates surgical audit

repository

Automation Process Overview - Theatre



Theatre Preparation



Surgery Performed




forms etc.

SupplyInternal and external suppliers

fulfil requests from Theatre Coordinator and / or replenish

Imprest stocks.

Payment


Supporting Service Summary:


Automation ServicesProducts: ‘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




Theatre Preparation



Surgery Performed




forms etc.



Imprest stocks.

Payment




Automation ServicesWebForms, 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.




Theatre Preparation



Surgery Performed




forms etc.



imprest stocks.

Payment




Automation ServicesProduct: ‘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




Theatre Preparation



Surgery Performed




forms etc.

Supply

Internal and external suppliers fulfil requests from Theatre

Coordinator and / or replenish imprest stocks.

Payment & Patient Records




• 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

• 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

• 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

Other Benefits Feature BenefitsImproved 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

Other Benefits Feature BenefitsImproved 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

• 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)

Consideration On-PremiseHosted & Managed

Onsite project management required for infrastructure component of project ü

Capital Expenditure required for Infrastructure ü

Onsite technical knowledge required ü

Fastest Implementation üCustomisable ü üAutomatic Software Updates & Upgrades

ü

Readily Scalable üShared costs (share with other clients utilising the infrastructure)

ü

Summary - On-Premise VS Hosted (SaaS)

• 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

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

http://www.tranzsoft.com/