Waste in hospitals - everywhere - is massive. Up to 50% of consumables and devices purchased are never used on a patient. Support activities are highly manual, repetitive and done by professional clinical staff...
This presentation sets out the strategic environment and discusses the development and successful implementation of a leading-edge process and supply chain solution for hospitals.
1. Hospital Supply Chains CASE STUDY: Goulburn Valley Health Presented by Genevieve (Gen) Ford MBA Founder & Managing Director – Ithaca Business (C) Ithaca Business Limited 2001-2010. All rights reserved.
Now we would like to walk you through a high-level view of how our solution might ultimately work in a typical Theatre procedure in an Epsom & St Helier hospital.As you know the supply chain begins with demand – in a hospital, this is demand created by the admittance of a patient for a specific purpose. After gaining an accurate picture of demand from as close to the point of care as possible, our solution will enable stocking parameters to be created for all consumable, device, pharmaceutical and fluid items, eliminating the 35-55% of over-stocking that is currently typical in most hospitals. In any Theatre procedure it is normal to find that four types of items are needed:Low-value, high volume items such as syringes and bandagesHigh-value, low volume items such as prostheses and their associated screws etc. – these could be on consignment or actually owned by the hospitalPharmaceuticalsFluids Because of the different nature of these items and the different values they have our solution sees that, at the point-of-care, their use should be recorded in different ways.Low value, high volume items typically constitute between 15and 20% of a hospital’s consumable and device spend – they don’t need to be individually tracked as their value does not warrant such sophisticated treatment…in our solution these items would be stored in a Scan Modul open no-count system with bar-code labels identifying the contents of each bin. As the front bin is emptied, the person removing the final item removes one of the bar-code or RFID labels and places it in a central point for scanning by supply staff using Scan Modul Data System. Supply continues through picking from the back-bin.If acceptable, non-controlled drugs and fluids can be managed in exactly the same way.High-value, low volume consumables and devices– whether on consignment or owned – account for the remaining 80 to 85% of hospital expenditure on consumables and devices. Additionally, it is these items that most frequently become obsolete or expire – between 18 and 22% of all these items in any storeroom will be obsolete and 2 to 3% will be expired or damaged. Crucially, many of these items are going to be placed inside a patient, meaning the surgical team want to have the best possible information about expired – or recalled – items BEFORE they proceed. Clearly therefore, these items need a different sort of management.This is where hTrak comes in – items are picked in the same way as described above – from a double-bin storage location but this time usage will be recorded by the scout nurse scanning the manufacturer bar-code as the item is unpacked – and before it is handed to the operating team – in the most sophisticated implementations hospitals have chosen to capture patient ID, staff IDs, location, procedure codes plus device ID. hTrak’s real-time links with manufacturer databases means that recalled items can be notified immediately – but this real-time, point-of-care system also means full traceability to patient is possible, along with fully automated replenishment should that be required. This unique and innovative streamlining step is made possible by hTrak’s unique use of the mandatory GS1 or HIBCC bar-codes meaning that – just like in the supermarket – all critical information can be captured simply without additional process complexity at the point-of-care.Controlled drugs and fluids can be tracked to patients by hTrak, however, using SMDS to manage the replenishment of pharmaceuticals and fluids allows even greater levels of control to be achieved – with up to nine authorisation levels possible for any given item.
Behind the scenes of course, the receipt of data from either SMDS or hTrak triggers whole sets of activities in line with the previously agreed business processes which the software has been configured to support.Replenishment of low-value, high-volume items would typically be managed by supply staff conducting their regularly scheduled location check and scan of bar-code or RFID labels removed from empty front bins – with orders being placed, potentially automatically, to return stock up to the agreed levels. Replenishment would usually occur 24 hours after scanning, with staff rotating older stock from the back bin to the front and replenishing to the back bin.Replenishment of items captured by hTrak would also return the location to agreed, set stock levels, this activity would also be managed by supply staff but possibly on a more frequent basis. It is possible to automate the replenishment activity to a degree where, as is the case in one Australian implementation, used items are being replenished even as the theatre list is still underway! Alternately, there is the option of configuring the process and the software for slightly slower, more traditional order management processes through the hospital’s procurement system. Again, replenishment would typically occur within 24 hours of order generation and stock would be rotated.Controlled pharmaceutical and fluid items would be replenished in the same way as described above but additional levels of authorisation can be added to the process in line with client requirements.SMDS will also record receipt of orders from suppliers, dealing with this by confirmation of advance shipping notices if possible.Above and beyond these simple supply chain transactions reports can be generated in virtual real time tracking items to patients, providing procedure costing, facilities usage information and benchmarking in-procedure processes.
The consortia solution goes beyond the standard set of benefits to deliver significant further benefits that are unique in the health sector:Usage of devices, pharmaceuticals and fluids is captured at the point of care using the global standard GS1 or HIBCC bar codes – which can easily be mapped to item catalogue masters if required – this technology is well-proven, having been successfully applied in other sectors for many, many years – the opportunity exists to cut out entire non-value added processes as a result of this innovation.A centrally managed real-time database of all items captured using manufacturer bar-codes is available to all clients – enabling them to clean up their own data integrity and catalogue issues with ease while offering the potential to fully automate the entire purchasing process as delivered by the consortia in their leading edge implementation at Goulburn Valley Health in AustraliaItem-type driven capture of individual lot or batch number information – captured in-procedure before an item is handed off for use enables real time knowledge of whether an item has passed its use-by date or, more importantly, has been recalled by the manufacturer – placing patient safety at the forefront of our processesFacilities who choose to capture full point-of-care data will also find – as other clients have done – that they can link this data directly into procedure costing reports, facilities management decision sets, forecasting and benchmarking requirements to name a few.