consignment stock and loan set ordering and replenishment ......consignment stock and loan set...
TRANSCRIPT
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Consignment Stock and Loan Set ordering and replenishment at Austin Theatres
using hTrak
Mr Denis O’Leary, CSU Director, Anaesthesia Periop & Intensive Care,
Austin Health
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The Austin Hospital•
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Knee & Hip Prostheses Expenditure
$500M
Principal Procedure 02-03 03-04 04-05 05-0649318-00 Total arthroplasty of hip, unilateral $7,154 $7,663 $7,997 $8,517
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Reducing Waste
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The Process
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Prostheses – Loan Sets ordered
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Prostheses Loan Sets Arrive
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Prostheses & Loan Sets Unpacked
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Procedure for Checking Instrument Sets In/Out
Photograph instruments sets after they have been washed and sterilised.
· Use the in photos that have been downloaded on the computer to check out the instruments set
· On laminated sheet with company name write:- Date Checking set out- Name of Instrument Set- Surgeon performing surgery
· Place OUT tag on sheet
· Place instruments in same formation as in photo.
Photograph sets
· Place instruments back into cases ready for return to company
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Prostheses & Loan Equipment in use during Surgery
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Screw Sets
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Knee Femur Replacement
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Patient arriving in Post Anaesthesia Care Unit (PACU)
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Data entry
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Prostheses and High Cost Item Usage
Data Collection Process
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In the Operating Suite
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Prostheses & High Cost Item
Data Collection Form
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Austin Health
Purchase Order Form
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Matching of Data Collection & Purchase Order Form
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Confirming Purchase Order and Price with Company
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Completed Purchase Order sent to
Finance/Supply for Data Entry
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Approval Process
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Invoice from Company
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Data
Where does it go ?
Department of Human Services - Victoria
National Joint Replacement Registry
Finance/Supply
Suppliers
Surgical Units for Audits
Health Insurance Companies
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The Work Around
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Sample product with multiple Unique Product Numbers (UPN)
Name Unique Product Number
Hospital Product Code
GLCode (GL Definitive Code)
Cost (Price/each - unit of use)
Supplier Product Code
SupplierhTrak Category
Unit of Use
Unit of Suppl
y
Percutaneous ent ndle 18gH6980072361 14931 16521 5.14 SDN-18-7.0 William A Cook AusNeedle Each 1Percutaneous ent ndle 18g09321023432113 14931 16521 5.14 SDN-18-7.0 William A Cook AusNeedle Each 1Percutaneous ent ndle 18g00827002001664 14931 16521 5.14 SDN-18-7.0 William A Cook AusNeedle Each 1
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Barcode standards in healthcare
+H209ABC1230M
Universal Product Number (UPN)
9 3 1 2 3 4 5 6 7 8 9 0 7
The UPN is based upon existing labeling data structures of HIBC/UPN and EAN/UCC labeled products – both are recognized and accredited product ID standards
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UPN Repository
UPN Repository
Supp
liers
hTra
k C
usto
mer
s
A centrally maintained source of master data, to a commonstandard, is the most efficient and cost effective means ofmanaging the vast amount of data for medical devices.
‘hTrak supports and encourages a central repository for product master data’
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The hTrak server stores:Unique Product NumberProduct DescriptionManufacturerManufacturer Product CodeSchedule 5 Rebate CodeUOI – Unit of IssueCMBS Procedure CodesHealth FundsAustin Health Price
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Austin Health sees:Inventory profileSupplierConsignment Y/NStaff FileDepartment ProfileGL CodePriceHospital Product CodeProcedure Code/Mapping
The hTrak server stores:Unique Product NumberProduct DescriptionManufacturerManufacturer Product CodeSchedule 5 Rebate CodeUOI – Unit of IssueCMBS Procedure CodesHealth FundsAustin Health Price
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The mobile computer collects:Patient ID/Health Fund & typeProcedure typeProcedure locationStaff Devices usedProcedure duration
The hTrak server stores:Unique Product NumberProduct DescriptionManufacturerManufacturer Product CodeSchedule 5 Rebate CodeUOI – Unit of IssueCMBS Procedure CodesHealth FundsAustin Health PriceAustin Health sees:
Inventory profileSupplierConsignment Y/NStaff FileDepartment ProfileGL CodePriceHospital Product CodeProcedure Code/Mapping
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hTrak Server Main Menu
Managing the department profile
Reporting on procedure, supplier and inventory usage
Raise P/O’s, P/R’s, place orders, manage supplier pricing
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Outstanding Purchase Orders
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Editing Purchase Orders
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Supplier/Supply Manager Receiving a Purchase Requisition
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Reducing Waste
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Data
Where does it go ?
Department of Human Services - Victoria
National Joint Replacement Registry
Finance/Supply
Suppliers
Surgical Units for Audits
Health Insurance Companies
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Major Benefits• Frees up Time• Improves accuracy• Provides access to data and linkage through UPN• Automatic capture of UPN, Lot No & expiry date from
manufacturer’s barcode • Procedure date and time captured automatically • Configuration of handheld application to facilitate
clinical data capture
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Further Benefits• Track prostheses to a patient through lot number
capture• Provide accurate Schedule 5 rebate tracking• Manage consignment stock• Facilitate vendor managed inventory • Improved cash flow through virtual real time activity
reporting• Transfer electronic information to relevant parties
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Seven Critical Elements of Change
Com
pelli
ng C
ase
Clea
r Vi
sion
Def
ined
Str
ateg
yAd
equa
te R
esou
rces
Org
anisat
iona
l Cap
abili
ty
Sufficie
nt M
otiv
atio
nTw
o W
ay C
omm
unicat
ion
= Change
= Inertia
= Confusion
= Diffusion
= Frustration
= Fatigue
= Crawl
= Doubt